Administrative Assistant

Description:

The Administrative Assistant position is responsible for providing confidential administrative support to the Community Relations Department of The Salvation Army Community Services (Calgary).

KEY RESPONSIBILITIES:
Administrative

First point of contact for any support or inquires that may be channeled through to the Community Relations team.
Manage incoming and outgoing mail, which may be of a confidential nature.
Provide confidential administrative support including preparing various documents, PowerPoint presentations, and spreadsheets.
Create files, and manages hard and soft copy documents for volunteers and employees.
Perform data entry into the human relations and volunteer management systems and excel spreadsheets.
Work closely with team coordinators to assist with logistical arrangements for orientations, training and other events including room/venue booking, sign-up sheets, registration, room set-up, equipment, materials/handouts, hospitality.
Prepare general orientation packages.
Track new volunteer screening protocols and sends reminders when checks are expiring.
Track and follows-up on mandatory police checks for volunteers and employees.
Prepare purchase requisitions.
Maintain inventory and orders office supplies, clothing and first aid supplies inventory.
Inputs volunteer timesheet data and prepares statistical reports.
Maintain and updates forms as required.
Schedule department meetings, create agenda and distribute minute.
Create and maintain an Administrative Assistant job manual.
Assist with department special projects and events.
Track volunteer birthdays; prepares and sends birthday cards.
Assist with keeping the copier room and staff room clean and tidy as well as assisting with keeping the department storage areas organized, clean and tidy.
Performs other related duties as assigned by the supervisor.

WORKING CONDITIONS:
The incumbent's work environment is typically in an office located in a men's residential services facility.
The incumbent may be required to travel occasionally within the city to other work sites and/or vendors.

The above responsibilities must be performed in keeping with The Salvation Army's Mission, Vision and Values, in a professional manner, upholding our code of conduct.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:
Grade 12 Diploma.
Specialized courses of up to six (6) months from a Business College, or equivalent will be considered as an asset.
A combination of education and experience might be considered.
Valid Class 5 Drivers Licence.
Police Information Check (PIC) with Vulnerable Sector Search
At least two years of Administrative Assistant experience is required
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams)
Excellent verbal and written communications skills