Administrative Assistant

The Administrative Assistant provides centralized reception and clerical assistance in the Southview office. This role encompasses various duties and responsibilities in keeping with the standards of Southview Heights & Terrace.

Beginning as of February 16, 2025

• 40 hours/weekly - Monday to Friday : 7 :30am - 4 :00pm

• Performs all duties associated with reception including assisting residents with enquiries and directing them to appropriate personnel and greeting and directing visitors.
• Drafts and types correspondence (e.g., letters dealing with administrative issues, acknowledgements); checks typing for accuracy, sorts and prioritizes administrative assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
• Receive, screen, record and announce visitors; receive and manage incoming telephone calls, emails and inquiries; process and distribute mail; receive payments and prepare bank deposits.
• Assists residents with routine enquiries and any concerns; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested.
• May build and maintain databases (e.g., contact lists, inventory, Terrace waitlist, etc.)
• Uses word processing for routine documentation such as forms, letters, memos, and keeps records; checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines
• Maintains input into the Salvation Army Management Information System - S.A.M.I.S.
• Uses computer software and applications to perform job duties.
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approval (e.g., PowerPoint presentations)
• Schedules Guest Suite reservations/bookings and arranges payment as required.
• Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
• Orders all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g., kitchen or lunchroom supplies); arranges for maintenance of office equipment
• Maintains system for invoices, petty cash, cheque requests, donations, meal tickets, etc.
• Handles and reconciles petty cash and writes receipts for donors
• Provides information regarding Southview Terrace and leads tours when requested.
• Attends meetings when requested to take minutes.
• Performs other duties as assigned
• Communication skills; effective time management; respect for others; initiative and enthusiasm; professional appearance and conduct.
• Keeps HR files and systems updated when requested.
• Works in cooperation with others to ensure services are delivered effectively.
• Covers the emergency responder phone for Southview Terrace.
• Ability to multi-task in a busy environment.
• This is an on-site position with no opportunity to work from home.
• Performs other duties as assigned.

Education, Qualifications and Certifications:

• Some post-secondary education
• Current negative TB test
• Able to pass a Criminal Record check

Experience and Skilled Knowledge Requirements

• At least one year of administrative/secretarial related experience
• Experience dealing with Microsoft products including Word, Excel, Outlook, PowerPoint, etc., other office equipment and tools

Skills and Capabilities (examples provided below):

• Attention to detail, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Strong organizational skills
• A heart and disposition for working with seniors

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees at Grace Health Services. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.