Administrative Assistant Jobs Vacancy in Salvation Army Winnipeg Booth Centre Winnipeg
Salvation Army Winnipeg Booth Centre Winnipeg urgently required following position for Administrative Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.
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Administrative Assistant Jobs Vacancy in Salvation Army Winnipeg Booth Centre Winnipeg Jobs Details:
The Salvation Army Booth Centre
Administrative Assistant - 70 hours Biweekly
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.
Reporting to the Executive Director(s), the Administrative Assistant is responsible in leading all administrative duties in the section of the department for a senior management position or small workgroup.
Characteristic Position Responsibilities
- Drafts and types correspondence and proofs typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor
- Performs general office duties such as answers and screens the telephone and directs enquiries and answers inquires; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
- Builds and maintains databases (e.g. contact lists, inventory)
- Drafts and prepares presentations, brochures, flyers, advertisements, invitations, and certificates subject to supervisory approval (e.g. power point presentations)
- Schedules meetings, prepares agenda, and takes minutes; types and circulates minutes; may participate in Workplace Safety & Health meetings and training as required;
- Creates ID tags for facility staff and volunteers, as well as parking passes for both buildings (and EDS and Volunteers for the Prairie Division)
- Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s); Tracks mail received by Accounts Receivable; Creates a log for all client mail received and/ or returned
- May order all stationery supplies and maintain adequate office supplies and other supplies as needed;
- Maintain 2-way radio distribution list for each department, arrange for repairs and order and distribute batteries etc. as necessary;
- Prepares and receives all paper work for various projects and processes (e.g. stewardship reports, campaign reports, and conferences);
- May schedule or keep track of supervisor’s calendar; makes travel arrangements; changes arrangements and provides reminders including support documentation;
- Receives, tracks, and processes accounts payable; handles and reconciles petty cash as needed;
Makes decisions on routine and urgent administrative matters in the absence of the supervisor;
- Maintains record keeping and preparation of reports related to resource materials costs and orders;
- Receives orders, liaises with publishers, and checks prices, and maintains resource library; answers queries on orders and/or materials;
- May compile articles, bibliographies, topical issues, literature summaries, and collections of readings;
- In consultation with the Executive Director, assists in the facilitation of events within the facility e.g. Community Christmas Dinner, Street Party, Anchorage Celebration; secure City of Winnipeg permits as required;
- In consultation with the Executive/Assistant Executive Director, manages volunteers by directing them to the appropriate department with open volunteer opportunities; may handle volunteer orientation, packages and all paperwork pertaining to volunteers;
- Compiles and inputs data into SAMIS before the 15th of every month
- Gathers Meter Reads and sends these to copier provider during the first week of the month
- Processes TEM (Travel Expense Management) claims
- Monitors taxi vouchers, logs individual expenses in a spreadsheet based on the invoice received and reports any discrepancies to the Assistant Executive Director
- Keeps clothing and food vouchers, reorders vouchers from the Thrift Store as needed
- Takes care of board room and van reservations
- Coordinates shredding pickup schedule and sends a reminder to the Managers a week prior
- Coordinates supplies request and/or technical issues regarding the copiers/printers
- Creates a summary of supplies requested and released on a monthly basis
- Coordinates the schedule of the regular volunteer (Walter)
- Schedules maintenance for the Booth Centre Vehicles, as directed by Maintenance
- Helps maintain a log of furniture and IT inventory in the Centre
- Performs other duties as assigned.
MINIMUM EDUCATION LEVEL ATTAINED:
The successful job applicant will have completed up to two (2) years of Community College.
NOTE: An alternative level of education and experience may be acceptable.
SPECIAL LICENSES, DIPLOMAS, CERTIFICATIONS OR REQUIREMENTS:
The successful applicant may hold/have:
- Certificate in Business Administration
MINIMUM PRIOR RELATED EXPERIENCE:
The incumbent must have the following experience before hire:
Three years to five years of prior related experience, including, experience dealing with office equipment and tools, handling accounts payable, monitoring budgets, and senior administrative/secretarial experience.
PHYSICAL EFFORT/DEXTERITY REQUIRED:
The performance of the job requires a frequent amount of sitting and keyboarding, occasionally bending, walking, standing and lifting up to 10 pounds.
The performance of the job requires frequent amount of attention when computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail, filing and researching/composing responses.
RESPONSIBILITY FOR FINANCIAL RESOURCES:
The incumbent’s responsibility for Financial Resources:
The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of his/her own resources. He/She may be authorized to spend, disburse, or collect small amounts of cash. The incumbent has very little input into the annual budget. The incumbent also monitors consultant budgets.
Drafts letters and other correspondence for the Executive Director’s signature and sends these with the corresponding taxable receipt from Accounts Receivable for all donations (cash and or in kind) received.
RESPONSIBILITY FOR HUMAN RESOURCES:
The incumbent’s responsibility for Human Resources:
Schedules interviews based on the availability of the Hiring Manager and/ or Employee Relations Manager.
Conducts employee pre-screen call, reference checks as requested by the Managers
The incumbent’s work environment is typically in a general office setting at the ministry unit level.
- Working with residents who are homeless, seniors, mentally health challenged, has needs that are physical, emotional and psychiatric;
- Working in emotional and high level of stress related situations;
- Disagreeable conditions: pesticide residue, machinery noise, varying temperatures;
- May be required to occasionally travel locally for supplies or donations related to job duties.
EXPOSURES TO HAZARDS
The job incumbent may be exposed to the risk of minor to moderate injury or illnesses due to the following:
- Potential of physical, verbal and mental abuse within workplace (by residents)
- Potential of exposure to infectious diseases
- Potential of exposure to toxic chemicals
- Potential of exposure to bodily fluids (human waste)
- Potential of sharp and moving objects
- Potential of pressures of timelines
- Potential of electrical or plumbing hazards
- Potential of objects falling off high shelving
- Potential of slippery or wet surfaces
- Potential of exposure to odors
- Potential of Carpel Tunnel Syndrome
The incumbent may take the following precautionary measures (in addition to Manitoba Workplace Safety & Health rules):
- Vaccination for Hepatitis
- Universal Precautions
- WHMIS Training
- Valid Certification in First Aid/CPR
- Criminal Record Check
- Adult Abuse Registry Check
- Child Abuse Registry Check
- Driver’s Abstract
- Non-Violent Crisis Intervention Training
- Use of protective gloves
- Use of protective masks (as needed)
Job Types: Full-time, Permanent
- Administrative Assistant: 1 year
- Winnipeg, MB
- Current (within 6 months) clear criminal record check
- Current (within 6 months) Child Abuse Registry Check
- Current (within 6 months) clear Adult Abuse Registry Check