The Salvation Army Broadview Village Looking for Administrative Assistant (Business & Finance) – Req #1041 at London, ON Full Time

• SERVICE AREA: Admin and Support
• LOCATION: London, Ontario.
• POSITION STATUS: Full-time Administrative Assistant
• HOURS OF WORK: 40 hours per week, currently scheduled Monday to Friday
• PAY RATE: $19.00 – $21.00 per hour.
• CLOSING DATE: January 29, 2023 at 11:59 pm

Who We Are

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity. Broadview Village has 40+ years of providing outstanding support to adults with developmental disabilities and mental health challenges.

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.

Core Values
The Salvation Army Canada and Bermuda has four core values:

Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

At Broadview Village we are committed to living as an inclusive organizational culture by:

• Purposefully cultivating and promoting equity, diversity, and inclusion of all persons regardless of their differences
• Not accepting any discrimination, intolerance or inequitable treatment and committing to working together to combat these actions wherever they may be found
• Valuing the unique differences inherent in all of us
• Gaining inspiration and support through the collective voices and actions of all of us

Why Join our Team?

By becoming a staff member with The Salvation Army, you will:

• Enjoy a flexible schedule
• Work within an employee culture that values career development through succession planning, skills based training and internal mentorship.
• Maintain your health and well-being with a corporate membership discount to Goodlife Fitness
• Have access to various employer-paid training and tuition assistance programs
• Benefit from employee programs for short and long-term disability, RRSP contributions and employee and family assistance plans
• Be recognized for your valued contribution by our employee recognition and celebration programs
• Benefit from Leaders who have adopted the Servant Leadership model “we are here to support you”.
• Be a part of setting trends in a focused, highly collaborative and diverse work culture
• Take pride in making a meaningful and impactful difference the lives of those we serve
• Nurture a passion for working with vulnerable people
• “… love what you do and do what you love”

About the Role:

We are currently hiring a Full-Time Administrative Assistant. This position reports to the Business Manager and is currently assigned to work at London, Ontario. This is a full-time position that works 40 hours per week, currently scheduled Monday to Friday, flexible to meet program needs.

The Administrative Assistant to the Business Team for Broadview Village and/or London Village provides direct administrative support to the Director of Finance/Business Manager or designate while managing the day-to-day administrative functions of the Business Team.

RESPONSIBILITIES INCLUDE

Administrative Support and Reporting:

• Oversight & organization of the “[email protected]” or other shared email account, voice mail and general correspondence, redirecting correspondence to the appropriate individuals to ensure timely responses to internal and external requests.
• Performs general office duties such as answering & screening telephone calls, answering & re-directing enquiries; greeting & escorting visitors; setting up and maintaining a departmental electronic filing system of key documentation; scanning and distributing materials as requested to various parties, resolving routine inquiries.
• Point of contact & front-line administrator for the Business Team for all business and finance related matters as assigned; this includes contact with all service contractors and suppliers.
• Point of contact & customer service representative for all general business related enquiries received from various internal or external parties; providing assistance and information on various processes, operating policy requirements & service contractor referrals as necessary.
• Assisting the Business Team in the collection & preparation of documentation for inclusion on the payment and deposit submissions, as well as sending files/documents to various managers.
• Prepare meeting agendas, take and prepare minutes for various meetings as required by the Director of Finance/Business Manager or designate.
• Provide administrative assistance to ensure departmental projects, objectives & goals are delivered on time per established schedules – ensuring appropriate follow up on key milestones.
• Develops, implements and monitors a centralized electronic filing system for the Business Team.
• Drafts and prepares correspondence (predominantly via email with occasional letters, that deal with business issues, acknowledgements, approvals by the Director/designate, etc.) & ensures appropriate & timely follow up.
• Handles and ensures the protection of extremely confidential and sensitive files.
• Assists with financial analysis in the coordination & preparation of SA internal/external lease renewals, new leases, rent payments/increases, handling of departmental mail & the preparation & scanning of supplier invoices, etc.
• Supports the mission and standards of The Salvation Army.
• Perform other related duties as required

WORKING CONDITIONS:

• Typical working location for this position is in the office
• Requires occasional travel to our other sites (2 – 3 times per year).
• May be asked to carry a cell phone and may be expected to respond to calls as needed
• Usually works in administrative offices but will be expected to travel occasionally between sites
• Work Schedule would normally fall within regular business hours but may be asked to support special events and special projects. Flexibility is required.
• Programs support individuals that may exhibit behavioral issues. Will be required to be trained and certified in NVCI (non-violent crisis intervention and prevention) and First Aid.

MINIMUM QUALIFICATIONS

Education, Qualifications and Certifications:

• Completion of a two year certificate in Business Administration or equivalent
• Alternative combinations of education and experience may be considered.

Experience and Skilled Knowledge Requirements:

• Minimum of three to five years of experience in administrative processes and procedures in an business office environment.
• Previous experience planning projects.
• Sound knowledge of office procedures and protocol.
• The successful candidate must be able to provide an acceptable Police Records Check (Vulnerable Sector Screening)

Skills and Capabilities:

• Excellent computer skills and must have solid working knowledge of Adobe Acrobat, Microsoft Office (including Outlook and in particular a strong skill set in the use of Excel).
• Excellent written and verbal communication skills in English.
• Strong organizational skills.
• Able to prioritize work assignments and multi-task to meet deadlines.
• Professional degree of judgement and able to keep confidentiality.
• Ability to understand & apply organizational policies & procedures along with an ability to communicate the intent of these policies to internal stakeholders.
• Understanding of basic accounting practices and procedures.
• Ability to work productively and independently with frequent interruptions.
• Work in a team based environment.
• Demonstrates strong attention to detail to assigned work and is results focused.
• Ability to work extended hours, based on workload and demands.
• Proven ability to assess inquiries and problems and to exercise good judgment in taking appropriate actions.
• Demonstrated ability to be flexible and adapt to a fast-changing environment
• Ability 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).
• 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.
• Fluency in French is considered an asset.

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all employees in Canada. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial/territorial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

We thank all applicants, however, only those selected for further consideration will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.