Part Time Administrative Coordinator

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Program and Service Responsibilities

• Perform Administrative duties such as filing, review/revise policy manuals/handbooks, prepare/distribute program materials as requested, process program registrations as required, prepare presentations as needed, draft/prepare correspondence, thank you letters, telephone inquiries, etc. as requested.
• Create and send statistical reports, maintaining confidentiality and accuracy, to Halton Region i.e. Lighthouse and Step Up Housing programs.
• Order stationery and supplies as requested.
• Schedule meetings, prepare agenda, and take minutes; type and circulate minutes as required.
• Process lease summary forms for rentals.
• Schedule building maintenance as required.
• Support when needed in maintaining staff work schedules in accordance with operational requirements ensuring adequate coverage for all areas as needed.
• Work with other pastoral/spiritual care providers to provide care best fitting with each client's needs.
• Contact and follow-up with families in the community where appropriate.

Human Resources

• Maintain confidentiality and keep accurate client files and employee files.
• Provide ongoing management and archiving of personnel files in compliance with applicable Salvation Army and legislative requirements.
• In conjunction with Executive Director ensure that any employee changes for payroll have been submitted to Divisional Headquarters for approval (using the Personnel Changes Request form) and subsequently updated in the UltiPro system once approved.
• Utilize information from employee timesheets, input time and attendance information in a timely and accurate manner into the UltiPro system for supervisor approval.
• Review payroll register for accuracy and notify THQ payroll of any inconsistencies.
• Maintain all employee confidential hard copy/electronic employee files.
• Track vacation and sick hours.
• Track part time and casual staff hours for seniority purposes.
• Prepare quarterly seniority list and annual vacation and sick day lists.
• Assist in preparing and maintaining all databases as it pertains to the Human Resources.
• Assist in ensuring that an up-to-date supply of new employee hiring packages and orientation materials are available and ready for distribution.
• Assist in ensuring that all benefit enrolment forms and RRSP application forms are returned to THQ Employee Benefits as required, trouble shoot employee basic questions/concerns about benefits and RRSP's.
• Assist in ensuring that employee files are current, up-to-date, and securely stored.
• Assist with ensuring that employee-training records are up-to-date and entered into the database.
• Maintain and monitor WSIB E-Claim filing system.
• Maintain annual OH&SA Green Book purchase.

Health and Safety

• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army's health and safety policies and procedures.
• Perform other duties as required.

Perform other duties as required.

FINANCIAL AND MATERIALS MANAGEMENT:

• Liaise with vendors relating to any invoice issues.
• Run and review the GL report monthly.
• Assist with purchasing as required, and prepare requisitions for DHQ approvals, ensuring that all necessary information is attached.
• Prepare and approve invoices for payment (Business World).
• Enter monthly expense and element claims in Business World Expense, and monthly stats into SAMIS
• Process receipts for donations and process deposit summaries to send to RAC.
• Maintain control log for gift cards and send monthly JE for used or new gift cards as applicable.
• Maintain control log for petty cash.
• Be aware of and notify supervisor of any expected costs coming up as well tracking trends to ensure the most accurate information is included in the budget.
• Complete information for RAC in regard to T3010.
• Process internal charges between ministry units.

WORKING CONDITIONS:

This is a part-time position. Hour of work is 24 hours per week. Flexibility in scheduling is required. The work schedule is determined in consultation with your supervisor and may vary according to requirements of responsibility. Applicable shifts include a ½ hour unpaid meal break. The operational hours of our facilities are 24/7. Locational flexibility is required.

• May work with potentially aggressive clients.

• Completion of a Community College program, preferably the completion of a diploma or certificate Administration, Business Administration or related field.
• Non-Violent Crisis Intervention Certification and CPR/First Aid Certification.
• A valid Ontario Class "G" Driver's License, access to a personal vehicle and a current driver's abstract that is satisfactory to The Salvation Army, in its sole discretion, is required.
• Alternative combinations of education and experience may be considered.

EXPERIENCE AND KNOWLEDGE:

• Minimum of three (3) years of prior related experience and working knowledge in payroll, senior administrative experience, general accounting experience and use of office equipment/tools.
• Thorough knowledge of payroll, administrative experience, and accounting backgrounds.

SKILLS AND CAPABILITIES:

• Demonstrated ability to establish and maintain effective working relationships with all levels of clients, staff, public, and community agencies.
• Self-motivated, flexible, disciplined, and able to work with minimal supervision.
• Typing speed of 50 words per minute.
• Demonstrate strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet competing deadlines with minimal supervision.
• Adaptable, proactive, a self-starter and the ability to work independently.
• Ability to maintain information in confidence and exercise good judgement.
• Ability to learn, adapt, and utilize technology and processes quickly.
• Self-directed with superior organizational skills, attention to detail, ability to prioritize, manage multiple tasks and the ability to complete assignments and meet deadlines with minimal supervision.
• Ability to prioritize tasks in a fast paced, changing environment through frequent interruptions and changing deadlines.
• Ability to clearly and concisely, compose/proofread/edit documents such as letters, memos and e-mail.
• Must have strong interpersonal skills and an ability to work cooperatively with other managers and community partners, to create a working climate within their team that is positive and mutually supportive.
• A team player with excellent organizational skills, communication skills and problem-solving skills
• Experience in Business World AND/OR SHELBY would be a definite asset and/or willingness to be trained is required.
• Ability to lift/move more than 10 lbs. (4.5kg).
• Proficiency in all Microsoft Office products is required - i.e. Word, Excel, Publisher, PowerPoint, etc.
• Adaptability: Demonstrate a willingness to be flexible, versatile, and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.
• Behave Ethically: Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization.
• Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques in both one-on-one and group settings.
• Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
• Participate in supervision/annual performance review process.
• Participate in ongoing professional development and training.
• Must comply with all Salvation Army policies and procedures and associated legislation.
• Proficient computer skills in using all aspects of Microsoft Office.
• 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 the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities.

Please include the Job Title and Ministry Unit in the email subject line.

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

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

You must advise your managing supervisor of your intentions prior to submitting your application.