Child Care Administrative Assistant

Who We Are

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.

Mission Statement

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.

Job Description:

POSITION PURPOSE SUMMARY:

The role of Administrative Assistant is one of the important positions within the Ministry unit and is essential to the overall mission of The Learning Corner Childcare Centre of The Salvation Army in Windsor Centre of Hope. The Child Care Administrative Assistant provides administrative, enrollment, attendance, financial and operational support to the Program Director, Child Care Supervisor and management team.

ACCOUNTABILITIES:

1. Service Responsibilities:

 Provide reception and general office administration services including phones, inquiries, filing, correspondence and document preparation.

 Provide enrollment, admissions, withdrawals and waitlist administration support.

 Maintain accurate child, family and employee records in compliance with licensing and privacy requirements.

 Respond to parent inquiries regarding registration, fees, programs and policies.

 Schedule meetings, prepare agendas and minutes, and distribute documents.

 Generate statistical, reconciliation, enrollment and occupancy reports.

 Maintain policies, procedures, manuals and administrative records.

 Prepare letters, presentations, brochures, newsletters and flyers.

 Process incoming and outgoing mail and courier deliveries.

 Order and maintain office, classroom and craft supplies.

 Coordinate and track craft supply inventory for children’s programming.

 Assist with licensing inspections, accreditation reviews and quality assurance activities.

2. Business and Financial

 Maintain occupancy records and provide monthly billing information.

 Monitor, review and verify daily child attendance records.

 Review attendance submissions for accuracy and follow up on discrepancies before reporting and billing.

 Assist with CWELCC, Wage Enhancement Grant and Ministry reporting requirements.

 Maintain fixed asset inventories and program resource inventories.

 Forward invoices for processing and maintain financial documentation.

3. Human Resources

 Maintain confidential personnel files and required documentation.

 Track staff certifications, training, immunizations and screening requirements.

 Review timesheets and submit payroll information as required.

This position description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities of the incumbent. Perform other position related duties as required.

4. Organizational Responsibilities:

 Develop an understanding of the Mission of The Salvation Army in Canada and its implications as related to position responsibilities.

 Maintain information in confidential as required. Ensure that all information about children, clients, staff, visitors, and volunteers is strictly confidential.

 Actively and responsibly contribute as a team member in all work groups related to position responsibilities.

 Represent the organization in a professional and engaging manner and assist personnel whom the position supports in developing those skills as required.

 Participate in probationary and annual performance appraisal process.

 Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

 Participate in ongoing professional development and attend/maintain all mandatory training.

CRITICAL RELATIONSHIP MANAGEMENT

 Internal relationships:

o Direct Supervisor, other directors and management members, staff, and volunteers.

o Participate in regular performance review and/or staff meetings to review operational effectiveness.

 External relationships:

o Parents and community members.

MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:

 This position reports directly to the Program Director or designate.

WORKING CONDITIONS:

 Normal hours of work - This is a full-time position, Monday to Friday 35 hours per week. Due to working environment, flexibility is required for changes as needed.

 Normal location of work is at The Learning Corner Childcare Centre, 3199 Lauzon Road, Windsor ON N8T 2Z7 and The Windsor Centre of Hope if needed.

The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.

EDUCATION AND EXPERIENCE QUALIFICATIONS:

Education, Qualifications and Certifications:

 Community College diploma or certificate in Business Administration or related field.

 Knowledge of child care administration and child care software systems CRAFT is preferred.

 Provide an original copy of a Criminal Background Check with vulnerable sector screening that is satisfactory to The Salvation Army, in its sole discretion, is required. The screening is secured either

through the national Canadian Police Information Centre (CPIC) or through a local police detachment.

 May require screening through The Salvation Army Abuse Registry.

Experience and Skilled Knowledge Requirements:

 Minimum of two (2) years of prior related experience and working knowledge in senior administrative

experience, and general accounting. Child care experience is considered an asset.

 Professional working experience of using Microsoft Office products is required, i.e., Word, Excell, PowerPoint, Publisher, Outlook email, Teams, Microsoft 365, and Adobe Acrobat, etc.

 Good knowledge and skills of using online software programs, and IT critical thinking skills.

Skills and Capabilities:

 Self-motivated, flexible, disciplined and able to work independently with minimal supervision, and participate as an active and responsible team member in a cooperative team environment.

 Ability to learn, adapt, and utilize technology and processes quickly.

 Ability to maintain a high level of accuracy and confidentiality, attention to detail, problem solving and analytical skills.

 Ability to prioritize, time management skills to effectively handle multiple priorities and meet competing deadlines.

 Must have strong interpersonal and communication skills (written/oral), good listening skills, and an ability to work cooperatively with director team members, and program managers.

 Ability to clearly and concisely compose/proofread/edit documents such as letters, memos, and e-mail.

 Understand ethical behaviour and business practices and ensure that own behaviour is consistent with these standards and aligns with the values of the organization.

 Ability to exercise good judgement.

 Excellent interpersonal skills, integrity, and adaptability.

 Ability to lift/move up to 20 lbs.

 Support for and an understanding of the mission and purpose of The Salvation Army in Canada.

NOTE: Alternative combinations of education and experience may be considered.

Compensation:

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.