Administrative Assistant
Job Description
The Administrative Assistant performs a variety of administrative duties for the North York Temple Community Church. Completion of a Community College Diploma program, i.e., Business Administration. Alternative combinations of education and experience may be considered EXPERIENCE AND REQUIREMENTS: Minimum of two (2) years of prior related experience, including administrative experience and experience dealing with office equipment and tools Some prior related experience using cloud based human resources software (i.e., UltiPro) SKILLS AND CAPABILITIES: Participate as an active and responsible team member Excellent working knowledge of all Microsoft office programs (specifically Word, Excel, and PowerPoint) and other programs Represent The Salvation Army in a positive, professional, and engaging manner Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures Exhibit good listening skills, have strong oral/written communication skills Excellent interpersonal skills, integrity, and adaptability Ability to use tact and diplomacy when dealing with the public, both in person and on the phone Ability to maintain information in confidence and exercise good judgement Strong problem-solving skills Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines with minimal supervision Adaptable, proactive, a self-starter and the ability to work independently Ability to learn, adapt, and utilize technology and processes quickly Attention to detail, ability to prioritize, manage multiple tasks Ability to take detailed minutes with strong attention to detail Self-motivated and disciplined 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 The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation. We thank all applicants, however, only those candidates to be interviewed will be contacted. You must advise your managing supervisor of your intentions prior to submitting your application.Administration Ensure that all aspects of work are completed in accordance with the principles, standards, and policies and procedures of The Salvation Army Perform general office duties, i.e., answer and screen phone calls, resolving or directing as necessary; greet and escort visitors Provide accurate, timely, and highly organized administrative support including preparing memos, correspondence, maintaining files, preparing presentations, reports, and other documentation Draft and prepare weekly church bulletin; prepare Easy Worship/PowerPoint presentations as required for Sunday worship services; prepare brochures, monthly calendar, flyers, and other promotional materials for church bulletin board Responsible for the organization and maintenance of the filing system (both electronically and manually) Responsible to record and type minutes of assigned meetings and, once approved by Corps Officer or designate, circulate and/or post Photocopy, distribute materials, send, and receive fax/emails as requested; keep copier room tidy and well organized Prepare materials and ensure rooms are set-up for meetings, workshops, funerals, and guests Change outdoor sign regularly/as required Handle and ensure the protection of extremely confidential and sensitive files Ensure that cards, flowers, or other appropriate acknowledgement are sent to church members and staff, as directed, for events such as birthdays, illness, death in the family, birth, graduation, etc. Order stationary supplies and other office supplies as directed Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcels and distribute to appropriate person Update/maintain the Corps social media and provide information to the congregants Maintain databases (i.e., Employee/volunteer information, contact lists, inventory)' maintain input into Salvation Army Management Information System (SAMIS, UltiPro, TEM, Shelby, Kettles, Business World, etc.) Staff liaison for Health & Safety incident reporting, ensuring the posting of administrative notices and updates Liaise with community, Corps Officers, Divisional Headquarters and Territorial Headquarters as required Finance and Property Receive donations and process tax receipts as applicable and send acknowledgement letters Handle and reconcile petty cash Coordinate building rentals and associated paperwork Payroll & Human Resources As requested, ensure that job descriptions and postings are prepared in an accurate and timely manner for submission to ON Human Relations Perform required payroll timekeeping functions in UltiPro in an accurate and timely manner Responsible for Employee Admin functions in UltiPro HRIS (i.e., keeping employee timesheets) Maintain current record of employee sick and vacation time Perform other related duties as required WORKING CONDITIONS: This is a permanent full-time position, based on 35 hours per week The Supervisor will set the hours of work and work schedule - flexibility may be required Working environment is in the office, agreeable conditions Ability to lift/move 10 to 19 lbs. Normal hours or work: Monday-Friday, 8:30 a.m. to 4:00 p.m., with hour unpaid meal break. Some evening work may be required Please note there may be a seasonal temporary increase in hours to a maximum of 40 hours per week during the months of July, August, November, and December and includes a hour unpaid meal break as required.
Organization Description
None Stated
