Administrative Coordinator

at  The Salvation Army

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

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.

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.
  Published
  November 15, 2024
  Location
  Vernon, BC
  Job Type
  Full-time
  Ministry Unit/Dept:
  Vernon
  Salary Range:
  $18.29 to $22.00
  Address:
  3303 32nd Ave, Vernon, BC
  Posting Expires:
  November 29, 2024
  Applications Accepted By:
  Attention: Neil Thompson, email to Neil.Thompson@salvationarmy.c

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.

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.