Administrative Assistant

** 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.
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* Job Description:

**** Position Purpose summary:
** The Administrative Assistant provides support in the areas of registration for camp, finance, bookkeeping, reception, record-keeping, data entry, and internal and external communication.  The incumbent takes directions and completes work assignments for the administrative camp management team.
** ACCOUNTABILITIES:
**** Administrative Support
*** Provide accurate, timely and highly organized administrative support including preparing memos, thank you letters, decision reports, registration materials, taking minutes, maintaining files, preparing presentations and reports and any other documentation for administrative team.
* Responsible for the organization and maintenance of the filing system (electronically or manually) for the administrative team.
* Build and maintain the registration, Trailer Park, and groups database on Camp Brain (e.g., Book and enter camp and staff applications, prepare invoices etc.)
* Liaise with group organizers to book guest groups including equipment requests, food and allergy needs, meeting spaces, special requests such as ropes activities etc.
* Meet with guest groups for their camp arrival and liaise with group hosts to ensure they understand the needs of the group and details of their booking.
* Manage Camper and Trailer Park registrations and provide training materials and support to Ministry Units for registering campers for Adventure Camps.
* Conduct tours and orientation of the premises to potential guest groups and enter group bookings.
* Enter bookings into Camp Brain, complete contracts, and ensure they are delivered in a timely manner.
* Communicate itineraries for guest groups to appropriate staff assigned to host and serve groups.
* Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory)
** Finance
* ** Complete invoices and ensure payment target dates are met by following up and communicating with group organizers.
* Collect trailer park fees and assist with communications and emails to trailer park families and volunteers.
** General Office Duties
*** Perform general office duties such as answering phone, picking up messages, answering and screening telephone and email enquiries and/or resolve enquiries. Greet and escort or direct visitors.
* Provide accurate, timely and highly organized administrative support including preparing memos, thank you letters, decision reports, registration materials, taking minutes, maintaining files, preparing presentations and reports and any other documentation for administrative team.
* Responsible to open and distribute all incoming mail and process outgoing mail.
* Collect and prepare statistical information pertaining to registration, decision reports in an organized and timely manner
* Photocopy and distribute materials as requested. Send and receive emails and faxes as requested. Pick up mail and packages daily
* Order staff and camper t-shirts for the summer, and wristbands for campers, staff, and visitors
* Responsible to order office supplies for all departments and maintain adequate office supplies for administration
* Responsible for keeping the storeroom, boardroom, and office reception area neat and organized
* Draft and prepare presentations and promotional materials for camps, brochures, flyers, social media,…