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:
The Operations Administrative Coordinator performs specialized administrative duties with a specific focus on financial administration, HR support, communications, provides backup support for the Corps Officers, Community Ministries Director, Volunteer and Communications Coordinator, Thrift Store Manager, Soup Kitchen Supervisor, Family Services and Food Bank Supervisor.
The incumbent may perform all, some, or similar range of duties.
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Assist with administrative procedures within MU.
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Organize all administrative aspects of the MU and ensure the smooth running of the office.
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Provide administrative and/or special project support as assigned.
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Open and securely close the Admin Office daily as the first and (usually) last to arrive, check lights, coffee machine, heaters, etc.
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Perform general office duties such as answer and screen telephone, direct and answers inquires; greet and escort visitors; resolve routine inquiries.
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Support MU Leaders with drafting and typing correspondence, proof typing for accuracy, sort and prioritize typing assignments within general guidelines; research and respond to difficult inquiries on behalf of the supervisor, prepare or collect paperwork for projects and processes, and generate reports, scheduling, reminders, documents, meeting agendas and minutes, etc. as requested.
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Assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
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Maintain MU databases and registers/logs to ensure current and accurate information (e.g., premises, property maintenance, vehicles, rent increases, inspection dates, contact lists, critical due dates, etc.).
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Responsible for maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt and distribution of requested items (stationary, postage, and photocopier supplies etc.).
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Maintain a copy of inventory register for admin office regularly.
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Maintain coffee break room inventory and office supply inventory room in admin office; place approved orders when necessary for all locations; maintain regular water delivery.
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Coordinate meeting times, including sending out calendar invites and setting up online video conferencing, prepare meeting agendas, attend meetings, and record minutes if required.
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Ensure notice/bulletin boards in admin office are regularly maintained and updated with current information; information printed and distributed to other departments.
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Check post office boxes weekly, open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
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Maintain facility and equipment, including preventative measures, and communicate with service providers to arrange maintenance/repair service for MU unit departments.
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Perform general office reception duties such as answering and screening telephone calls; direct and answer enquiries and inquiries; greet and escort visitors; file documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/e-mail material as requested; drafting and preparing presentations, brochures, flyers, advertisements, invitations, certificates, posters, graphics; resolves routine enquires.
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Maintain local admin policies and procedures manual.
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Prepare year end files for audit; organize boxes with files to be moved to storage as per regulatory requirements; prepare new file folders for upcoming year both physical and electronic.
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Keep log of individuals with keys and alarm codes and communicate with the alarm company every time code changes or if person is added/removed; maintain master keys/access code logs for all buildings.
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Provide backup support/relief coverage for the administrative team during absences, particularly the Community Ministries Director, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seek guidance from other team members, where required, to make decisions on routine and/or urgent administration matters, and/or seeking guidance from Corps Officers of issues of greater importance or complexity.
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Create administrative templates for all departments, assist with documents/reports/spreadsheet creation, etc.
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Assist Volunteer and Communications Coordinator and Kettle Coordinator with creation of document briefs, excel spreadsheets, and word processing tasks, especially during Christmas season.
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Assist in the planning of events.
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Assist in creating posts and posting on social media.
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Develop and document business requirements, process and report as needed.
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Develop and document options and recommendations for issues and problems.
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Provide orientation and guidance to employees on how to operate new software.
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Develop supportive relationships and works cooperatively with staff, guests, and volunteers.
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Perform other work-related tasks as requested by MU Leaders or other team members.
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Support external reporting requests as needed.
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Process monetary donations (including cash, cheque, debit/credit card) and identify store donations, issue tax receipts and thank you letters, and process related reporting and filing.
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Liaise with donors in a pleasant manner through phone and email regarding donations and tax receipting.
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Review, process, set-up and submit monthly donations to WRAC, and prepare next month’s calendar to reflect monthly donation processing dates.
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Prepare and submit deposit summary for monthly credit/debit card donations, weekly Church collections and cheques; organize and file backups in a secure place.
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Submit completed deposit slips and summaries to accounting centre weekly or as required.
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Maintain tax receipt log.
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Review Thrift Store sales reports and supporting documentation to identify donations requiring receipting, scan sales documents and email to accounting centre weekly.
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Record, track, and reconcile incoming and outgoing gift cards at the end of each month.
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Code accounts payable invoices for review and approval by MU Leaders, scan and email to accounting centre weekly for payment, reconcile vendor statements, liaise with vendors.
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Review monthly variance reports.
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Prepare journal entries and submit approved journal entries to accounting centre for posting.
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Follow-up on any items processed by accounting centre.
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Maintain log of personal expenses, EFT/cheque-vouchers.
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Maintain gift-in-kind log and submit journal entry report to accounting centre regularly.
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Liaise with THQ on any estate bequests, follow up on outstanding items.
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Review and save electronic reports from finance and payroll department (Payroll Summary, On-line Donor’s Reports, Financial Statements & Variance Reports, etc.).
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Assist MU Leaders with annual budget preparations and monitoring expenditures to ensure compliance.
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Perform tasks related to properties and vehicles repairs, maintain property maintenance logs and vehicle logs.
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Enter financial data for Healthy Babies, Second Harvest, and other community programs.
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Complete monthly reports for Food Banks BC, and government programs.
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Track, analyze, and prepare reporting on thrift store sales.
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Assist with POS basic troubleshooting at Thrift Stores.
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Support all departments with routine technical troubleshooting, maintain and organize electronic documents, and collaborate with the IT Service Desk for advanced issues.
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Act as a member of Senior Management Team.
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Create and maintain list of reports required for health and safety compliance purposes.
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Collect and review resumes with MU Leaders and schedule chosen candidates for interviews.
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Participate in interviews conducted by officers or managers.
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Provide and complete hiring documentation and orientation of new employees in the admin office (excluding managerial staff).
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Liaise with HR regarding discipline, and termination.
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Generate HR letters including warning letters, absence letters, expectation letters, and confirmation letters.
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Collect information, incidents and complaints from employees, volunteers, and clients, and notify MU Leaders of issues; prepare incident reports, as required.
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Monitor staff availability, absenteeism, and report patterns to department manager.
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Create and maintain reporting process of schedule changes, issues, and confirmation of coverage within programs with consideration for budget impact.
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Participate in the meetings with officers and employees/volunteers to resolve the issue; seek HR advice for difficult cases.
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Act in a role of timekeeper and approver for admin, Food bank and Soup Kitchen in WorkDay.
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Request employee data change for WorkDay in a timely manner.
- Maintain the list of current employees with contact information, emergency information, etc.
Governance Boards and Councils: Member of Senior Management Team, Member of Thrift Store Management Team
Internal: Corps Officers, Community Ministries Director, Volunteer & Communications Coordinator, Thrift Store Manager, Soup Kitchen Supervisor, Food Bank Supervisor.
External: Food Banks BC, donors, vendors, clients, volunteers.
MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:
Reports directly to the Corps Officer.
Direct reports: none.
- May show others how to perform certain procedures related to the administrative field and routine and provide basic routine coordination to one of the operations’ subfunctions (e.g., admin, food bank, soup kitchen, Corps, thrift store, etc.). This role coordinates workflow for HR/Payroll queries and coordinates workflow.
FINANCIAL AND MATERIAL MANAGEMENT:
- Minor material responsibility: assist with processing of monetary donations and deposits.
- 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.
The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, upholding our code of conduct.
- The incumbent has input to and/or participates in preparing budgets with respect to the departmental budget.
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.
- Typical working location for this position – at the office located at Administration Department.
- Travel requirements for this position – up to 10% travel. The incumbent required to travel to MU locations occasionally.
EDUCATION, EXPERIENCE AND 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.
- Emergency First Aid certification with Level A or C CPR from an approved training provider or willingness to complete it if required.
Experience and Knowledge:
- 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:
- Valid driver’s license and clear driver’s abstract may be required for some roles.
- Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
- Self-motivated and disciplined.
- Strong oral and written communication skills.
- Strong decision-making and organizational skills.
- Ability to maintain a high level of confidentiality.
- 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.
This is permanent full-time position with 35 hours per week; hours of work are between 8:00 am to 3:30 pm (30 minutes unpaid break) Monday through Friday.
Compensation:
The target hiring range for this position is $42,042.00 to $52,561.60 with a maximum of $63,063.00.
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.
