Office Administrator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

Position Purpose summary

The Office Administrator provides secretarial and administrative support to The Salvation Army Listowel Citadel and Community Services and assists individuals and families who are seeking aid and assistance from, or have been referred to, The Salvation Army.

Accountabilities:

General Administration

· Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquires.

· Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations); type correspondence or generate reports (e.g., letters dealing with administrative issues, thank you letters for volunteers and donors, posters, bulletins, and registration forms etc.) and check typing for accuracy.

· Advertising Corps events and act as administrator for the phone/internet system.

· Maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S).

· Ensure Shelby & SAMIS stats for memberships are up to date, accurate and the content is the same.

· Keep employee records up to date by processing employee information changes, and recording training obtained in a timely manner.

· Maintain personnel files in compliance with applicable Salvation Army and legal requirements. 

· Maintain the Key Register and manage key and alarm code allocations.

· Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to appropriate person(s).

· Maintain adequate office and/or other supplies (e.g., kitchen or lunchroom supplies) and order as necessary.  May arrange for maintenance of office equipment or building repairs as requested.

· Assist with the preparation for the Annual Ministry Unit Review, various projects, and processes. 

· May schedule or keep track of Corps Officer(s) calendar(s); make travel or meeting arrangements; change arrangements and provide reminders including support documentation

· Maintain an overview calendar of all programs and/or staff in order to flag conflicts in timing and location.

· Assist in the maintenance of current social media accounts, updating regularly.

· Assist Corps Officer in recruiting volunteer to maintain sign at the front of the church ensuring that the sign is changed on a regular basis.

Finance

· Ensure that all financial information is input to the proper accounts following the SA policy and procedures.

· Verify payables and process entries to Business World and TEM (invoices, payment vouchers, Visa statements, etc.)

· Reviews Agresso postings to verify coding prior to their being passed for payment approval

· Hold and manage the Corps Program credit card which is issued in the individual’s name.

· Purchase various food and program items office supplies for Corps and group activities.

· Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.

· Ensure all monies received are receipted and timely deposits are made. Entries of donations and member contributions in Shelby.

· Assist with safe-keeping of gift cards – ensuring journal entries are made and verifying the inventory, track receipt and use of gift cards.

· Update official gift card logs and information to Ontario Divisional Headquarters accordingly. 

Health & Safety

· Ensure that the “General Office” maintains a neat and presentable appearance.

· Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

Perform other related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT:

Governance Boards and Councils:

Internal:

· Corps Officers, Community & Family Services Director, staff, volunteers

External:

• Community members, donors, service technicians and vendors

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• This position reports directly to the Corps Officer or designate, Community & Family Services Director
• Provides support to and/or receives work assignments from the Corps Officer and Community and Family Services Director.

FINANCIAL AND MATERIALS MANAGEMENT:

• Perform various accounting duties such as coding of accounts payable invoices and accounts receivable, handling and/or reconciling petty cash.
• Provide follow-up regarding invoices, recurring payment and accounting operations as needed.
• Assist the CFS Director by maintaining accurate records of funding dollars and their related invoices.
• Maintain an accurate, ongoing record of all donations and send acknowledgement letters.

WORKING CONDITIONS:

· Some flexibility in scheduling is required, some weekend and evening work may be required.

· The Supervisor will set the hours of work and work schedule.

· Working environment is typically in the office in generally agreeable conditions.

· Ability to lift/move more than 10 lbs. (9kg)

· Some travel required up to 10% for banking etc.

Normal hours of work: 9:00 a.m. to 5:00 p.m. Monday to Friday and includes a ½ hour paid meal break. 

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education, Qualifications and Certifications:

• Completed up to two (2) years of Community College, preferably a Business Administration Certificate and/ or related filed.

• Valid Ontario Class “G” Driver’s License; personal vehicle and insurance is required. 

Experience and Skilled Knowledge Requirements

• Minimum of two (2) years of prior related experience, including, senior administrative/secretarial experience, general accounting experience and use of office equipment/tools.
• Some payroll experience in UltiPro would be a definite asset.
• Experience dealing with office equipment and tools.

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Attention to detail, problem solving and analytical skills.
• Self-motivated/disciplined.

• Lead by example, by demonstrating a strong work ethic and a willingness to learn and be flexible in the face of change.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to work in a fast-paced environment, attention to detail, problem solving and analytical skills with an aptitude for accuracy and thoroughness and consistent follow-up.
• Exceptional organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.

• Demonstrated ability to work independently and participate as an active and responsible team member in a cooperative team environment.
• Proficient in working in a computerized environment; must demonstrate strong skills using Microsoft Office Suite: Word, Excel, Power Point. 
• Excellent interpersonal skills, integrity, and adaptability.
• Exhibit good listening skills, have strong oral/written communication skills and respect authority.

• Able to work in a consultative, diplomatic and tactful manner when dealing with the public, both in person and on the telephone.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Represent the organization in a positive, professional, and engaging manner.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.
• 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.

Compensation:

The target hiring range for this position is $41,787.20 to $52,228.80 with a maximum of $62,670.40.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.