Full Time Administrative Assistant - Toronto, Canada - The Salvation Army

The Salvation Army

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

We are currently hiring a
Full-Time Administrative Assistant. This position reports to the Business Manager and is currently assigned to work at Toronto, Ontario (DVP & Lawrence Avenue) area.

This is a full-time position that works 40 hours per week, currently scheduled Monday to Friday, flexible to meet program needs.

The Administrative Assistant to the Business Team for Broadview Village and/or London Village provides direct administrative support to the Director of Finance/Business Manager or designate while managing the day-to-day administrative functions of the Business Team.

KEY RESPONSIBILITIES:

Administrative Support and Reporting:

Performs general office duties such as answering & screening telephone calls, answering & redirecting enquiries; greeting & escorting visitors; setting up and maintaining a departmental electronic filing system of key documentation; scanning and distributing materials as requested to various parties, resolving routine inquiries
Point of contact & frontline administrator for the Business Team for all business and finance related matters as assigned; this includes contact with all service contractors and suppliers
Point of contact & customer service representative for all general businessrelated enquiries received from various internal or external parties; providing assistance and information on various processes, operating policy requirements & service contractor referrals as necessary
Assisting the Business Team in the collection & preparation of documentation for inclusion on the payment and deposit submissions, as well as sending files/documents to various managers
Prepare meeting agendas, take and prepare minutes for various meetings as required by the Director of Finance/Business Manager or designate
Provide administrative assistance to ensure departmental projects, objectives & goals are delivered on time per established schedules ensuring appropriate follow up on key milestones
Develops, implements and monitors a centralized electronic filing system for the Business Team
Handles and ensures the protection of extremely confidential and sensitive files
Assists with financial analysis in the coordination & preparation of SA internal/external lease renewals, new leases, rent payments/increases, handling of departmental mail & the preparation & scanning of supplier invoices, etc.
Supports the mission and standards of The Salvation Army
Perform other related duties as required

WORKING CONDITIONS:

Typical working location for this position is in the office
Requires occasional travel to our other sites times per year)
May be asked to carry a cell phone and may be expected to respond to calls as needed
Usually works in administrative offices but will be expected to travel occasionally between sites (Railside, Broadview and Islington)
Work Schedule would normally fall within regular business hours but may be asked to support special events and special projects. Flexibility is required
Programs support individuals that may exhibit behavioral issues

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completion of a two year certificate in Business Administration or equivalent
Will be required to be trained and certified in NVCI (nonviolent crisis intervention and prevention) and First Aid
Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:

Minimum of three to five years of experience in administrative processes and procedures in a business office environment
Previous experience planning projects
Sound knowledge of office procedures and protocol

SKILLS AND CAPABILITIES:

Excellent computer skills and must have solid working knowledge of Adobe Acrobat, Microsoft Office (including Outlook and in particular a strong skill set in the use of Excel)
Excellent written and verbal communication skills in English
Strong organizational skills
Able to prioritize work assignments and multitask to meet deadlines
Professional degree of judgement and able to keep confidentiality
Understanding of basic accounting practices and procedures
Ability to work productively and independently with frequent interruptions
Work in a teambased environment
Demonstrates strong attention to detail to assigned work and is results focused
Ability to work extended hours, based on workload and demands
Proven ability to assess inquiries and problems and to exercise good judgment in taking appropriate actions
Demonstrated ability to be flexible and adapt to a fastchanging environment
Fluency in French is considered an asset
Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening
Ability and willingness to develop an understanding and support for