Administrative Coordinator

To assist in the Salvation Army business and employment relations functions, providing administrative support to Corps Officers.

Reception duties:

• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and escort visitors; files documents electronically or manually; photocopies and distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries.
• Opens and distributes incoming mail and process outgoing mail including materials of a confidential nature.
• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.

ADMINISTRATIVE DUTIES:

• Drafts and types business correspondence; sorts and prioritizes assignments within general guidelines; researches and responds to difficult inquiries on behalf of the supervisor as assigned.
• Types and updates forms, letters, reports, memos (such as receipts and thank you letters) and emails on behalf of the officers.
• Assists with employment relations correspondence, typing correspondence and preparing registered letters as assigned by supervisor.
• Handles and ensures the protection of extremely confidential and sensitive employee/Officer, client and/or program files.
• Maintains Employee Database both online and hard copy, ensuring all employees information and certificates are uploaded into our system.
• Produce announcement slide shows for church services.
• Assist with social presence.
• Basic building oversight in partnership with the ministry unit leaders, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
• Run various administrative errands related to the ministry unit as needed.

FINANCIAL/ACCOUNTING DUTIES:

• Prepares and submits the Biweekly payroll information.
• Prepares and receives paperwork for various projects and process as assigned by supervisor - month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed.
• Achieves financial objectives by giving direct oversight of the reconciliation of petty cash and corporate visa, processing deposits, and submitting bills and invoices for timely payment.
• Provide administrative assistance in preparing annual budgets, scheduling expenditures, analyzing variances, and recommending any corrective measures.
• As the financial statements come in, compare to the budget, and sit monthly with the ministry unit lead(s) to ensure in compliance with budgetary parameters.
• Receipts donations in Shelby; files and maintains various reports and documents in a secure location, distributes tax receipts as needed while supporting the Christmas Kettle Coordinator with receipting as needed.
• Update statistical databases - SAMIS, etc.
• Keeps and reconciles the gift cards insuring they are organized, stored in the safe and up to date as they are spent. Monthly submission to RAC department essential.
• Responsible for maintaining inventories and updating as needed.
• Processes bank deposits and delivers deposits to the bank.
• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts.
• Ensures bills are paid and reconcile visa expenses for officers in TSA software (training provided).
• Assists Ministry leaders in processing yearly tax exemption forms and ensure it is processed in a timely manner.

EVENT ASSISTANCE:

• Assist with the coordination of church/outreach events.
• Assist with planning and preparing, procuring supplies for the events.

OTHER DUTIES:

• Possible expanded duties during Christmas season (duties as listed above - but pertaining to the Christmas season topics in addition, and not only church topics - like running an errand for a Christmas topic).
• Performs other job-related duties as assigned.

Education, Qualifications and Certifications:

• Completion of a formal post-secondary/college program of two academic years in a related field.

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related secretarial, administrative, or customer service experience is required.

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.

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.

Skills and Capabilities:

• Must have strong time management ability
• Ability to work both independently, with minimum supervision, and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• Ability to follow and implement The Salvation Army's Standards, Policies and Procedures
• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities
• The ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• A willingness to adhere to a dress code of modesty, neatness, and cleanliness.
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.