Hospitality and 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 Hospitality and Administrative Assistant creates and nurtures a welcoming environment for all who enter. The incumbent provides direct navigation support to: donors, volunteers, congregants and neighbours in need, both in person and over the phone or by email. Additionally, the incumbent will provide administrative support to other mission partners across sites and Church programs.

ACCOUNTABILITIES:

• Consistently demonstrates empathy and concern for neighbours accessing Salvation Army services and programs.
• Provides emergency services (referrals to community partners) to neighbours as directed by caseworkers or the Community Services Director (i.e. food, shelter, etc.).
• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and hosts visitors; distributes mail, files documents electronically or manually; distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries, all in a confidential manner
• Handles and ensures the protection of extremely confidential and sensitive employee, client, and/or program files.
• Assists in maintaining confidential statistical records
• Gives direction to volunteers assigned to administrative duties. Keeps track of volunteer’s hours.
• May assist in submitting the bi-weekly payroll information.
• Gives oversight of the reconciliation of staff corporate visas and personal expenses through internal systems for timely payment.
• Assists with the reconciliation of gift cards through internal systems.
• Assists with the key and alarm code distribution and record keeping.
• Oversees the management and maintenance of the phone greeting system.
• Serves as part of the Joint Health and Safety team.
• Serves as part of the Site Care Team.
• Communicates regularly with community partners for the benefit of sharing information about resources for supporting neighbours in need, and for sharing resources between organizations.
• Oversees ordering and maintaining stationery supplies and assist in maintaining adequate office supplies/other supplies as needed
• Arranges for maintenance of office equipment.
• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead (i.e. month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed).
• Coordinated the design, ordering and distribution of name tags, door tags and business cards, including recording order history and liaising with the vendors

• Maintain the phone system, including the phone tree and seasonal extensions changes; staff voicemail updates; staff phone list and extension directory; and inventories of desk phones and mobile phones.

• Maintain the computer and equipment inventory, including organize and maintain the computer storage cabinet, track equipment assignments and returns, track equipment leases and returns

• Assist with maintaining access information for all shared accounts (log in credentials)
• Types and/or updates forms, letters, reports, and memos, assuring accuracy.
• Draft and prepare presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval. Will use Canva extensively.
• Responsible for maintaining inventories and updating as needed.
• Assists property team with administrative tasks related to building oversight in partnership, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts.
• Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures. Arranges for disposal of unusable items in accordance with policy.
• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and WorkSafe guidelines.
• Assists in scheduling meetings, may be required to draft agenda, take minutes, and distribute minutes accordingly.
• Performs other job-related duties as assigned.

FINANCIAL AND MATERIALS MANAGEMENT:

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials.
• Handles donations and provides donors with a temporary receipt.
• Uses or maintains organization assets in accordance with established guidelines.
• Does not have any no budget responsibilities.

WORKING CONDITIONS:

The incumbent’s work environment is typically in a general office setting. The incumbent works in generally agreeable conditions, with the following exceptions:

• Dealing with people with challenging behaviour
• Verbal abuse
• Frequent interruptions and multitasking
• Temperature variations (i.e., front door opening and closing)
• Equipment and general office noise (i.e., people talking, phones ringing)

EDUCATION AND EXPERIENCE QUALIFICATIONS:

Education, Qualifications and Certifications:

• Completion of high school
• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset

Experience and Skilled Knowledge Requirements:

• A minimum of two years of related experience.

Skills and Capabilities:

• 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
• Ability to follow and implement The Salvation Army’s Standards, Policies and Procedures
• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry.
• Must have strong time management ability
• Ability to work both independently, with minimum supervision, and as part of a team
• Good organizational skills and the ability to work on several tasks is essential
• Ability to maintain confidentiality
• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential
• Ability to communicate effectively both orally and in writing with employees and the public
• The ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment.
• A willingness to adhere to a professional dress code
• An understanding of and support for the Mission Statement of the Salvation Army in Canada.
• Ability and willingness 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 screening.

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.