Administrative & Youth Services Coordinator

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 performs specialized administrative duties, supports the day-to-day operations, provides administrative coordination of the operations’ subfunctions, and supports event and campaign coordination. This role also coordinates activities associated with discipleship and outreach ministries for youth (for assigned age groupings) from the Church and the local community.

Accountabilities:

Administrative Coordination

• Provide administrative support to Corps Officer - performing general office duties, including answering phones, responding to voicemails, filing documents (manually and electronically), copying, distributing materials, sending and receiving emails.
• Coordinate meetings, calendars, special events, and travel as assigned. Record minutes of Ministry Board meetings.
• Provide support as needed with confidential HR matters which require Corps Officer involvement.
• Maintain current and accurate records of mandatory screening documents and training for all Corps volunteers.
• Provide support to the Corps Officer with Salvation Army electronic operating programs including Workday, Business World, TEM and Shelby.
• Collaborate with Corps Officer to ensure ongoing ministry unit compliance to all Salvation Army Operating Policies and Procedures.
• Distribute mail to Corps Mailboxes (ie. Daily Bread, Newsletters, Cartridges, financial reports, etc.).
• Type letters, certificates, programs for different groups.
• Type the Orders of Service & Setup Schedules in Easy Worship.
• Order office supplies and other supplies in consultation with Corps Officer as needed (ie. Church envelopes).
• Keep Corps Records up to date and ready for Inspection.
• Track and provide all Corps statistics to Receptionist for entry in SAMIS, provide support as needed with SAMIS entry and ensure accurate and timely submission of monthly statistical data for the ministry unit.
• Compose schedules for Corps Programs.
• Process bank deposits and related donor receipting with assistance from Corps Secretary.
• File all invoices and book-keeping records.
• Keep inventory listing current.
• Keep YP Protocol checklist current for youth workers / Make sure Police Checks are up to date with current Volunteers.
• Annually process year end receipts.
• Keep financial records up to date and ready for Audit. Peruse financial reports monthly to make sure things are in order, bringing any identified anomalies to the attention of the Corps Officer.
• Organize Christmas Kettle Campaign.
• Enter Kettle Income on THQ website as required.
• Prepare and Distribute Quarter Cards (Easter, Summer & Christmas).
• Hand out Christmas Assistance Applications to clients and pass along to Corps Officer upon completion.
• Keep Corps Family Directory Updated.
• Make decisions on routine and urgent administrative matters in the absence of the Corps Officer.
• Maintain strict confidentiality in all matters.
• Other duties may be assigned as required.

Children & Youth Ministries

• Contributes to the spiritual development of the youth in the church by mentoring, discipling, encouraging, and modeling appropriate Christian attitudes and behaviours.
• Coordinates, implements, maintains and assists in the evaluation of programs/ministries relevant to the youth of the church and the community at large; may plan and conduct creative worship services, evangelistic outreach and Bible studies as applicable.
• Prays with and/or leads youth and family members to faith in Jesus Christ as opportunity permits.
• May develop and implement appropriate leadership development programs for youth and those involved in youth leadership; recruits, orients and trains volunteer leaders.
• Works in cooperation and consultation with the church’s Officer Personnel and Ministry Board in problem-solving for the benefit of the church and individuals.
• Knows and acts in accordance with security procedures of the church to ensure the safety and confidentiality of participants and information.
• Interacts with community partners and resources to provide services to youth; may include participation on community committees.
• Maintains written records/logs of activities (including activity reports and statistical information).
• The performance of the job requires frequent set-up and clean up for Youth activities
• Performs other duties as assigned.

FINANCIAL AND MATERIALS MANAGEMENT:

• Minor material responsibility: may assist with processing of monetary donations and deposits, with food in a food bank.
• Regular responsibility for minor financial matters and for wise use of own resources.
• May be authorized to handle small amounts of cash. Receipts all donations using software if required.

WORKING CONDITIONS:

• Working environment is typically in the office, at the reception desk, or in a community facility in generally agreeable conditions.
• May be faced with dealing with aggressive and/or disruptive clients or visitors.
• Some limited travelling may be required.
• Consistent computer use.

Education and experience Qualifications:

• 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.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
• Alternative combination of education and experience may be considered.

Education, Qualifications and Certifications:

• Completion of a formal post-secondary program of two academic years in a related field.
• A combination of experience and education deemed equivalent may be considered
• Clean criminal record and vulnerable sector check

Experience and Skilled Knowledge Requirements

• 3 years of related secretarial, administrative, or customer service experience is required.
• Team lead experience in a related field or non-profit is considered an asset.
• Strong knowledge of Microsoft Office Suite is required.
• Knowledge of community-based resources and experience networking with government and social service agencies.

Skills and Capabilities:

• Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
• Respect and understanding of The Salvation Army - its mission, culture, and values
• Excellent computer skills in Microsoft Office (Word and Excel and Outlook) are essential
• Must be well-organized, adaptable, and professional
• Attention to detail, problem solving and analytical skills
• Self-motivated and disciplined.
• Strong oral and written communication skills.
• Strong decision-making and organizational skills.
• Ability to work cooperatively in a team setting.
• Attention to detail.
• Ability to multi-task and prioritize responsibilities (i.e., good judgement).
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Ability to lift/move weights of up to 20 lbs. occasionally.
• If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required.

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.