Administrative Assistant

Job title: Administrative Assistant

Job description: Description

The Administrative Assistant is responsible to provide administrative and accounting support to Fredericton Community Church and Community and Family Services. This will include secretarial, administrative, and accounting duties.

Perform duties such as, maintaining a filing system, performing bookkeeping functions including assistance in accounts payable/receivable, petty cash, timekeeping and managing the volunteers’ database, banking, monitor, and preparing/reconciling financial reports.

KEY RESPONSIBILITIES:

Administrative Support

• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked); maintains input into the Salvation Army Management Information System – S.A.M.I.S.
• Prepares and receives paperwork for various projects and processes (e.g., accreditation, licensing)
• May schedule or keep track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation
• Communicates clearly and effectively, both orally and in writing, to all internal and external contacts; is an effective member of an inter-disciplinary team
• Support external reporting requests as needed.
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor

Financial Administration

• Responds to routine enquiries, both internal and external to the organization
• Process accounts payable, entering invoices into accounting systems
• Prepare monthly visa statements through Business World. Reviews all vehicle receipts Element statement for the Ministry Unit.
• Receive and forward corporate visa statements for departmental staff; offer support as needed
• Organize all Coding, billing, and processing of all departmental invoices and vouchers.
• Process cash receipts and contributions from the public, prepares and deposits funds to the local operating bank and enters the local accounting system; issues tax receipts as required for charitable giving.
• Prepares and send out annual Christmas Letter Appeal and receipts all donations.
• Process accounts receivable invoices to clients of the ministry unit for services rendered, and/or prepare and distribute monthly accounts receivable statements to facilitate collection of outstanding accounts receivable as needed.
• Handle and reconcile petty cash

Program Support

• Work with CFS Coordinator & Corps Officer on program delivery as needed.
• Provide support in maintaining accurate and up-to-date volunteer files
• May track employee driver’s abstracts, etc.
• Frontline delivery of services during Christmas distribution
• Cross-trained to support reception, intake, and distribution as needed.
• May provide guidance and oversight to students and volunteers

Office Processes

• Opens and distributes in-coming mail and processes out-going 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; may maintain postage meter supply; may arrange for maintenance of office equipment
• Competent in computer use, keyboarding, and MS Office suite.
• Performs other position-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: Secretary to Mission Board/ Corps Council

Internal: Management volunteers’ systems

External: Vendors, Donors, Community Partners

MANAGERIAL/Technical Leadership RESPONSIBILITY:

• Reports directly to Corps Officers
• This position has no direct reports but may give some guidance and oversight to students and volunteers.

FINANCIAL AND MATERIALS MANAGEMENT:

• This role has minor financial expenditure authority; replenishing, receipting and reconciling petty cash and maintaining records
• Responsible for confidential, accurate and complete safekeeping of files, documents, invoices, receipts and contracts.
• Accountable for minor materials management, maintenance, safekeeping, effective usage, and distribution of office supplies and equipment

WORKING CONDITIONS:

• Work location for this position is usually in an office setting at both Corps (30%) and CFS (70% over Christmas), limited local travel may be required.
• Work is subject to frequent interruptions and multitasking, and general office noise (i.e., people talking, phones ringing)
• Infrequent lifting may be required up to 20 lbs
• Occasional travel may be required between work locations and/or for training purposes.
• February to October each year = 16 hours per week (32 hours biweekly)

November to January each year = 40 hours per week (80 hours biweekly) * The incumbent will/may work under the following disagreeable conditions:

• Work-related stress
• Occasionally, dealing with angry and abusive people
• Occasionally, dealing with Crisis Situations

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.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Education, Qualifications and Certifications:

• Completion of a formal post-secondary/college program of one academic year required
• Completed up to two (2) years of Community College, plus specialized courses related to administrative work, business administration and accounting will be considered as an asset
• Alternative combinations of education and experience may be considered

Experience and Skilled Knowledge Requirements

• Two years of work experience in client/customer relations and/or administrative work is required.
• Strong administrative skills and proficiency with computers and database (particularly Excel, Word, Internet and, familiar with Office 365).
• Knowledge of Salvation Army systems; Business World, Octagon, SAMIS, RAC and TEM, Kettle System, UltiPro.

PREFERRED SKILLS/CAPABILITIES:

• Advanced level computer skills with proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, Publisher) and web-based software; experience with Office 365and Lotus Notes
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines
• Effectively and efficiently manages relationships, expectations, and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization
• Ability to maintain confidentiality and a high level of integrity
• Excellent organizational and time management skills
• Excellent research skills
• Good communication and interpersonal skills (written and verbal)
• Must display sound judgment, strong attention to detail, and willingness to take initiative
• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Ability to work well in a team-oriented, collaborative environment
• Must comply with all Salvation Army policies and procedures and associated legislation.
• Ability to maintain information in confidence and exercise good judgement.
• Participate in ongoing professional development and training.
• Participate in regular supervision and performance appraisal process.
• Represent the organization in a positive, professional, and engaging manner.
• Exhibit good listening skills and possess good oral/written communication skills
• Ability to follow written instructions and create written reports.
• Good interpersonal skills, integrity, and adaptability.
• Attention to detail, problem solving and analytical skills.
• Self-directed with strong organizational skills and the ability to complete assignments and meet deadlines.
• Work in compliance with the OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures
• Provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required. The screening is secured either through the national Canadian Police Information Centre (CPIC) or through a local police detachment.
• Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.

Interested applicants must respond in writing by November 19th, 2023 to:

Hiring Committee:

e-mail: MAR.leadership@salvationarmy.ca

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.

PLEASE NO PHONE CALLS

Click Here to Apply

Source: