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About the Position
The Office Administrator performs general office and administrative duties for DHQ. The incumbent also performs a variety of business-related tasks.
KEY RESPONSIBILITIES:
Property
- Track mileage and schedule appointments for fleet program vehicles (oil changes, tire changes, etc.).
- Coordinate with Halifax West (Spryfield location) administration for maintenance needs, plumber, electrician, etc., and other building maintenance needs such as AC to Heat change over in winter and vise versa.
- Coordinate waste disposal as needed.
- Liaises with cleaning company as needed.
- Office desk/furniture calls.
Tasks for the DHQ Office
- Perform general office duties such as answer incoming telephone calls, direct and answer inquiries, greet visitors and direct them to the appropriate person(s), file documents electronically or manually, photocopy, scan and distribute materials as requested, send and receive faxes and emails as requested.
- Open and distribute incoming mail (2 people are required to open mail) and process outgoing mail and couriers on a daily basis; receive parcels and distribute to the appropriate person(s).
- Arrange for maintenance of office equipment (i.e. photocopier, phone system, shredder, postage machine); initiate technical service calls. Liase with companies that we lease items from such as copier mail machine, water delivery, linens (carpets in the vestibule), etc.
- Maintain adequate stock of office supplies for DHQ equipment (i.e. toner cartridges, waste toner containers, plastic bags for shredder, postage machine supplies, etc.).
- Order kitchen supplies (i.e. coffee, tea, milk, napkins, stir sticks, hand soap, dish soap, disinfecting wipes, etc.).
- Update and maintain key ledger and ensure all workstations and office filing cabinet keys are readily available; ensure that all DHQ employees have copies of keys to lock their drawers in their workspace and that all locks are functional.
- Update and maintain first-aid kits at DHQ office and ensure adequate first-aid supplies are always in stock.
- Adequately train temporary replacement on all reception tasks to cover during absence (e.g. vacation, sick leave, etc.), as well as provide access to all necessary tools, usernames and passwords to email and electronic files,- etc., so that the incumbent can easily perform the reception duties.
- Manage DHQ cash payments and petty cash reconciliation.
- Manage DHQ office space reservation system (i.e., workstations and meeting rooms).
- Manage the logistics of office and building access keys and office alarm system codes for DHQ staff (online adding and removing of codes, etc.).
- Provide administrative support for the Divisional Secretary for Spiritual Life Development, Area Women’s Ministry Secretary, Divisional Children and Youth Office.
- Perform other administrative tasks as required or assigned.
CRITICAL RELATIONSHIP MANAGEMENT
Governance Boards and Councils: None
Internal:
- DHQ officers and employees
- Ministry Units’ staff
- Building security/administration
External:
- Visitors/Clients/Applicants
- Volunteers
- Third party service providers
- Vendors (office supplies and equipment, caterers, couriers, printing services… etc.)
MANAGERIAL/Technical Leadership RESPONSIBILITY
- The incumbent is solely responsible for their own time and effort.
- May demonstrate work methods to new employees.
FINANCIAL AND MATERIALS MANAGEMENT
- The incumbent is involved in minor financial matters regularly, or on a relief basis, or has responsibility for the wise use of resources.
- The incumbent may be authorized to spend, disburse, or collect small amounts of cash.
- The incumbent has very little input into the annual budget.
WORKING CONDITIONS
- The incumbent’s work environment is typically in an office.
- The incumbent works in generally agreeable conditions such as those found inside offices or equivalent work areas.
- The incumbent may have little to no travel required.
- The incumbent may be exposed to the risk of minor injury or illness (e.g. back injuries).
The above responsibilities must be discharged in accordance with The Salvation Army’s Mission Statement, in a professional manner, exemplifying Christian standards of conduct.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
Education, Qualifications and Certifications
- Completion of a formal post-secondary/college program of one academic year in a related field (Office Administration, Business Administration, etc.)
- Additional level of education will be considered as an asset.
Experience and Skilled Knowledge Requirements:
- A minimum of two (2) years of prior related experience.
- Must have good proficiency in MS Office Suite.
- Fluency in English. French is an asset.
- Experience in handling and coordinating office automation, purchases, computer network and inventory control.
PREFERRED SKILLS/CAPABILITIES:
- Respect and understanding of The Salvation Army – its mission, culture, and values.
- Ability to provide an original copy of a Background Check that is satisfactory to The Salvation Army, in its sole discretion, is required.
- Must have excellent oral and written English communication and interpersonal skills.
- Must have excellent telephone manner and etiquette.
- Must be adaptable, able to take direction, multi-task, and be resourceful.
- Must have the ability to operate a variety of office equipment and be solutions oriented.
- Must be neat in appearance and attire and professional in all interactions.
This is a Full Time Permanent Position at 35 hours per week – Eligible for benefits and RRSP after successful completion of 3 month probationary period.
Interested applicants must respond in writing by November 26th, 2023 to:
Hiring Committee:
e-mail: [email protected]
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.
We thank all applicants, however, only those candidates to be interviewed will be contacted.
