Administration Assistant

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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.

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.

The Administrative Assistant position leads and coordinates all secretarial and administrative duties in the ministry unit.

• Perform general office duties such as answer and screen telephone calls, direct enquiries and answers, greet and escort visitors, file documents electronically or manually, photocopy and distribute materials as requested, and send and receive fax/email material as requested; resolve routine inquiries.
• Draft and type correspondence and generate reports (e.g., letters dealing with administrative issues, dictation, acknowledgements); check typing for accuracy.
• Handle and ensure the protection of extremely confidential and sensitive employee/Officer and/or program files.
• Draft and distribute thank you letters to volunteers and donors.
• Assist with the preparation for the Annual Ministry Unit Review.
• Maintain database (e.g., volunteer information, contact lists, inventory, hours worked); may input data into The Salvation Army Management Information System – S.A.M.I.S.
• Draft and prepare church bulletins, church calendar, presentations, brochures, fliers, advertisements, invitations, certificates subject to Corps Officer approval (e.g., Canva).
• Input worship services into computer for the service.
• Schedule meetings, prepare agenda, type and circulate minutes.
• Keep track of the Corps Officers’ calendars.
• Open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receive parcels and distribute to the appropriate persons.
• Order all stationery supplies and maintain adequate office supplies and other supplies as needed (thrift store and CFS if needed); arrange for maintenance of office equipment.
• Order food and janitorial supplies for the church and thrift store.
• May assist with entering time for staff in Workday.

• Ensure that all financial information is coded to the appropriate account following the SA policy and procedures.
• Verify payables and process entries to Business World (invoices, payment vouchers, Element statements, Visa statements, etc.).
• Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.
• Ensure all monies received are receipted and timely deposits are made; enter donations and member contributions in Shelby.
• Assist with annual budget preparation, file statements, ensure that MU leaders have reviewed and signed off where applicable.

• Assist with seasonal programs such as Christmas Kettles, and other Community and Family Service programs as directed; ensure that ministry objectives are accomplished.
• Attend and take minutes for Christmas/Kettle meetings; distribute minutes in a timely manner.
• May assist with hamper distribution as needed.
• Greet donors and send out letters and receipts in a timely manner.