Company:
The Salvation Army Lighthouse Resource Centre
Details:
The Administrative Assistant position is for 28 hours a week. SALARY/GRADE: Rate to be determined based on experience. Start date; as soon as possible. Full benefits after probation (medical, dental and RRSP)
Qualifications & Experience:
The successful candidate will be responsible for:
* Perform general office duties such as answer and screen telephone calls and direct and or answer enquires; greets guests and visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/ email material as requested; resolves routine enquires.
* Greets public in office and on phone politely and warmly, ensuring everyone is treated in a professional and sensitive manner.
*Builds and maintains databases (e.g. Employee/volunteer information, contact lists, inventory, hours worked) maintain input for SAMIS. Other TSA databases may be used such as CMS, SAMIS and Family Services Vouchers maintenance.
* May drafts & prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approvals (e.g. Power Point presentations)
* Opens and distributes in-coming mail (with one other person) and processes out-going mail including material of a confidential nature; receives parcel(s) and distributes to the appropriate person(s)
*Responsible for maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt and distribution of requested items. (Stationary, janitorial, postage meter supplies, photocopier supplies, etc.)
*Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
* Prepares and receives paperwork for various projects and processes them.
* Assists with the preparation and paperwork for annual review, Accreditation reviews& Strategic Plan.
*Provides administrative support for Supervisor and Community Ministries Worker and minor support to agencies using the buildings (e.g. messages)
* May schedule or keep track of Supervisor’s calendar, make travel arrangements: change travel arrangements and provide reminders including support documentation.
* Receive and track incoming donations for receipting, issuing interim receipts if requested. May assist with bank deposits and banking.
* Maintain confidentiality with all client and donor records. Assist and thank all donors as well as assist with thank you cards and or letters for donations as appropriate.
* Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
* Participate in a holistic approach to ministry which recognizes the physical, emotional, mental and spiritual needs of each person.
*Ensure general cleanliness and upkeep of the general office area.
* performs other positions related duties as assigned.
* Able to work within the Mission of The Salvation Army
Pleas see detailed job description in attachment for more details