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

The Salvation Army

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Part time

Description

The Administrative Assistant performs a variety of administrative duties for the Lakeshore Community Church.

KEY RESPONSIBILITIES:

Administration

Draft and type correspondence dealing with administrative needs, checks typing for accuracy, sorts and prioritizes assignments within general guidelines.
Build and maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S) and prepare yearend reports as required.
Draft and distribute thank you letters to volunteers and donors.
Prepare (as specified by Corps Officer) and receives all paperwork for various projects and processes (e.g., annual Corps Membership Review, program proposals); assists the Corps leaders with local corps related projects.
Complete Monthly Stats entry and Business World tasks as assigned.
Provide administrative and program support to the Community and Family Services (CFS) Coordinator and back up support to that role during CFS Coordinator absences.
Maintain Corps Directory, all rolls pertaining to Corps.

Human Resources

Maintain and ensure that employee records/personnel files are up to date by processing employee information changes in a timely manner; maintain all employee confidential hard copy/electronic employee files.
Coordinate and maintain archiving of personnel files in compliance with applicable Salvation Army and legal requirements.
Track vacation, sick leave and assist employees with benefit inquiries.
Ensure accurate and timely processing of WSIB claims using the E-Claims filing system as required.
Utilize information from employee timesheets and input employees' hours as timekeeper into UltiPro as required for payroll functions in UltiPro for supervisor approval.
Liaise with the Human Relations contacts at Divisional Headquarters, as necessary.

General

Perform duties such as issuing donor receipts for income tax purposes, weekly bank deposits, filing of bank records.
Open and distribute incoming mail and process outgoing mail, which maybe of confidential nature, receive parcel(s) and distribute to the appropriate person(s).
Liaise with community, department heads, Corps Officers, Divisional Headquarters and Territorial Headquarters as required.
Order all stationery supplies and maintain adequate inventory of office and janitorial supplies and other supplies.
Contacts contractors, service people for equipment and / or property maintenance.
Work with the Corps Officer to ensure that internal systems follow Territorial policies, procedures, and internal standards.
Monitor adherence to all relevant Salvation Army Minutes, advising Corps officers of deviations and chronic problems.
Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring all necessary information is attached.
Provide updated information and assist webmaster with website, and social media sites.

Perform other related duties as assigned.

WORKING CONDITIONS:

This is a permanent parttime position based on 20 hours per week.
Schedule to be set by the supervisor, some flexibility in scheduling required in consultation with the supervisor as there may be scheduled overtime.
Working environment is typically in the office in generally agreeable conditions.
Ability to lift/move 20 lbs.
Occasional travel (up to 5%) is associated with this position.

Normal Hours of work:
Monday to Friday, 9:00 a.m. to 2:30 p.m. and includes a 1⁄2 hour unpaid meal break.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completion of a formal postsecondary/college program of one academic year.
Completed two (2) years of Community College, preferably the completion of a certificate in Business Administration will be considered as an asset.
Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

Minimum of three (3) years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.
Some prior related experience using cloud based human resources software; specifically, payroll would be a definite asset, i.e., UltiPro.
Valid Ontario Class "G" Driver's License, personal vehicle and insurance is required; an original copy of a current Driver's Abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion is required.

SKILLS AND CAPABILITIES:

Maintain information in confidence as required.
Represent the organization in a positive, professional, and engaging manner.
Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
Able to work in a consultative, diplomatic and tactful manner.
Strong written and verbal commununciation skills clear and simple to understand.
Proficiency in all Microsoft Office products is