Administrative Assistant

The Administrative Assistant reports to the Business Manager, performs general office duties and provides clerical support to the business operations of the ARC such as but not limited to reception, answering/directing phone calls and email enquiries, filing, mailing, processing AR/AP transactions, banking, data entry, copying, shredding, organizing, supplies inventory, setting-up meeting venues, keeping the mezzanine area tidy and attends to other administrative errands as requested. The position requires numerical acuity, organization, tact and diligence in handling confidential and sensitive information.

TERMS OF EMPLOYMENT: Permanent, Full-Time

HOURS PER WEEK: 37.5

SHIFT SCHEDULE: Monday to Friday, 8:30 AM 4:30 PM

The use of a personal vehicle is not required in the performance of duties.

This position is union exempt.

• Receives administrative calls, messages, guests, mail and deliveries and directs them to appropriate office/s.
• Coordinates the safekeeping of records in the Administration ie. organizing the office, filing, maintaining, moving and disposing records according to The Salvation Army policies and procedures.
• Collects, maintains and protects confidential information.
• Circulates general mail and reading materials to the management team.
• With training and supervision, enters data, updates and organizes electronic files and records; performs research and generates reports on SAMIS, Business World, Shelby, UltiPro, E-Claim and other database programs that may be assigned.
• Counts and reconciles front desk receipts.
• Reviews with front desk the program fees received by cheque or EFT and returns the fees promptly to the issuer if it no longer applies.
• Performs bank deposits, cashes petty cash cheques and reconciles the transaction records.
• Creates petty cash reimbursement requests and reconciles the requests to the expenses.
• Reviews invoices, ensures approval for payment and reviews the coding of transactions in Business World.
• With supervision, creates billing and requests for charges and/or fund transfers and forwards to concerned parties.
• Reviews and creates cheque requests, seeks approval and submits to WRAC/Finance promptly.
• Works collaboratively with WRAC in bookkeeping day to day transactions.
• Coordinates with front desk future actions on void cheques.
• Processes employee expenses, vehicle fuel receipts and visa receipts using Business World.
• Processes donations, generates tax receipts and donor letters using Shelby.
• Conducts inventory of office supplies and equipment assigned to the Administrative Department and orders replacement when requested and approved by the manager.
• Conducts inventory of the vending machines, order supplies and counts the machine money with the Business Manager.
• Assists and consolidates MU-wide property inventory.
• Prepares new hire and benefit enrollment packages as directed.
• Produces, edits and updates employee business cards and ARC information materials.
• Collects, maintains and protects confidential information.
• Assists in setting-up meeting venues; tidies up and organizes the mezzanine's meeting rooms, storage rooms, staff kitchen and hallway.
• Assists in booking meetings; taking, writing and circulating minutes.
• Attends to all staff meetings and training seminars related to agency services as required.
• Performs other related duties as may be assigned from time to time.

• Must have completed high school with a specialized course up to six months (business or office management, finance, accounting, human resources or any related field is preferred)
• Must have at least six months related experience.

• Must be proficient in MS Office programs, applications and basic database management.
• Must demonstrate adeptness and trainability in handling various office equipment, tools and gadgets.
• Must possess good clerical, organizing, records keeping, typing and data entry skills.
• Must possess good numeric and analytical skills with attention to details.
• Must be able to multi-task, meet deadlines and work in a team environment.
• Must be able to follow through and work collaboratively on project-based assignments.
• Must possess good customer service skills.
• Must be able to demonstrate flexibility and creativity.
• Must be able to understand the barriers faced by the Victoria ARC residents and guests.

NOTE: This position requires a First Aid Certification. A Federal Government "Enhanced Reliability" Security Clearance and Criminal Record Check is a pre-requisite to employment commencement.

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Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• A clean drivers abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

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.

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