Reporting to the Corps Officers, the Administrative/HR Assistant performs specialized administrative duties with a specific focus on financial administration, HR support, and communications, and provides backup support for the Corps Officers, Community Ministries Director, Community Engagement & Volunteer Coordinator, and Thrift Store Manager.

HOURS:

• This position is a fixed-term contract replacing an employee on maternity/parental leave.
• Training will commence on or after May 15th, 2023, until July 14th, 2023, and hours will be 20 per week.
• Full time contract will commence on July 17th, 2023, for 51 weeks until July 15th, 2024, and hours will be 35 per week.

General and Ministry Unit Administration

• Perform general office duties such as answer and screen telephone and direct and answers inquires; greet and escort visitors; resolve routine inquiries.
• Drafting and typing correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor, preparing or collecting paperwork for projects and processes, and generating reports, scheduling, reminders, documents, meeting agendas and minutes, etc. as requested.
• Maintaining MU contact lists, including suppliers, community partners, leases, etc.
• Maintaining MU databases and registers to ensure current and accurate information (e.g., premises, property maintenance, vehicles, rent increases, inspection dates, contact lists, critical due dates, supplies, etc.).
• Maintain yearly copy of inventory for Admin Office on 202-180 McCarter Street and update regularly.
• Maintain coffee and break room inventory and place orders with Food Bank or Thrift Store when necessary; maintain regular water delivery as well as maintain and order approved office supplies and other department-specific supplies for all locations.
• Ensure notice boards in Admin Office are regularly maintained and updated with current information.
• Check office post office boxes at least weekly, open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Maintain admin office equipment, including submission of copier counts for billing and communicate with service providers to arrange maintenance/repair service for MU locations at officers’ request.
• Organize and file documents electronically or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested.
• Update records management policies and procedures and maintain records for the Ministry Unit accordingly.
• Prepare year end files for audit and prepare file boxes to be moved to storage as per CRA and other regulatory requirements; prepare new file folders for upcoming year both physical and electronic.
• Keep log of individuals with keys and alarm codes and communicate with the alarm company every time code changes or if person is added/removed; keep master keys/access code logs for all buildings.
• Provide backup support/relief coverage for the administrative team, particularly the Community Ministries Director, during absences, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seek guidance from other team members, where required, to make decisions on routine and/or urgent administration matters, and/or seeking guidance from Corps Officers of issues of greater importance or complexity.
• Create administrative templates for all departments (e.g., client discount cards, inventories), assist with documents/reports/spreadsheet creation, etc.
• Assist the Community Engagement & Volunteer Coordinator with the creation of document briefs, Excel spreadsheets used for volunteer statistics analysis, and other word processing tasks, especially during Christmas season.
• Develop and document business requirements, process and reports as needed.
• Develop and document options and recommendations to issues and problems.
• Provide orientation and guidance to users on how to operate new software.
• Perform other work-related tasks as requested by MU Leaders or other team members.

Financial Administration

• Process monetary donations (including cash, cheque, debit/credit card) and identify store donations, issue tax receipts and thank you letters, and process related reporting and filing.
• Liaise with donors in a pleasant manner through phone and email regarding donations and tax receipting.
• Review, process, set-up and submit monthly donations.
• Prepare and submit deposit summary for monthly credit/debit card donations, weekly Church collections and cheques; organize and file backups in a secure place.
• Review Thrift Store sales reports and supporting documentation to identify donations requiring receipting, and scan sales documents at least weekly.
• Assist officer in recording, tracking, and reconciling incoming and outgoing gift cards at the end of each month.
• Code accounts payable invoices for review and approval, reconcile vendor statements, liaise with vendors, when necessary, forward any necessary documentation and payment info with invoices processed the prior month.
• At officer request, reimburse approved petty cash purchases, count, and reconcile the petty cash fund monthly.
• At officer request, prepare journal entries and submit for posting
• Act as role of secretary for Ministry Unit for Travel & Expense Management (TEM) for personal reimbursements;
• Liaise with Head Office on any estate bequests, follow up on outstanding items.
• Review and save reports from finance and payroll department onto OneDrive server (PAP, Payroll Summary, Donor Details, Financial Statements & Variance Reports, etc.).
• Assist MU Leaders with annual budget preparations and monitoring expenditures to ensure compliance.
• Enter Financial data for community programs.
• Assist with POS basic troubleshooting at Thrift Stores.
• Support all departments with daily user technical support and cloud-based document management
• Complete monthly reports for government programs.

Human Resources

• At officer’s request, post open budgeted positions using approved job posting.
• Collect and review resumes with officers or managers and schedule chosen candidates for interviews.
• Participate in interviews conducted by officers or managers.
• Write and deliver offer letter; provide and complete hiring documentation, inform about H&S training to be completed, and provide orientation for new employees (excluding managerial staff).
• Add new employee in Human Resources software and upload documentation.
• Submit employee changes in Human Resources software in a timely manner and before biweekly system cut off.
• Liaise with BCHR regarding hiring, discipline, and termination.
• Generate HR letters including warning letters, absence letters, expectation letters, and confirmation letters.
• Assist MU Leaders & BCHR with supporting employees with RRSP and extended benefits applications and submitting paperwork to TSA Employee Benefits.
• Collect information and complaints about employees, volunteers, and clients, and report to officers; Participate in meetings with officers and employees to resolve the issue; seek BCHR advice for difficult cases.
• Maintain employee timesheet spreadsheets in Dropbox, create new timesheets for new employees, assist with Dropbox sync issues when required.
• Act in role of timekeeper and approver/admin for MU and use time sheets to enter employee time.
• Support the maintenance of UltiPro Human Resources software, and other databases.
• Maintain the list of current employees with contact information, emergency information, etc.

• Completion of formal post-secondary/College/University program of minimum 2 academic years (diploma) in: business, social services, economics, or administration.
• Valid driver’s license.
• Valid First Aid and WHMIS (Training can be provided)

Experience:

• Minimum of 3 years of related experience is required.
  • Must include the following areas: office administration, finance, and/or human resources.
• Minimum of one year of supervisory experience in a related field is expected.

Required Skills/Knowledge

• Must be able to follow both verbal and written instructions, work cooperatively with others, and complete all assigned tasks to the site supervisor’s satisfactory level
• Must have excellent communication skills
• Must be able to operate and navigate a PC/Microsoft computer
• Must be highly proficient in Microsoft 365 (Outlook, Word, Excel, and other programs)
• Must be familiar with Microsoft Teams and Sharepoint
• Must be familiar with OneDrive
• Must be familiar with various online databases, information system programs and software

• Strong sense of confidentiality and integrity
• Attention to detail, problem solving, and analytical skills
• Familiarity with fiscal budgeting
• Familiarity with non-profit funding processes and procedures, including CRA requirements
• Familiarity with human resource legislation

Successful candidates, prior to hiring, may be required to provide:

• Criminal Record Check
• Completion of our online Armatus Abuse Training and required Health and Safety training

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.