Description:
The Office Administrator provides secretarial and administrative support to The Salvation Army Listowel Citadel and Community Services and assists individuals and families who are seeking aid and assistance from, or have been referred to, The Salvation Army.
KEY RESPONSIBILITIES:
General Administration
- Perform general office duties such as answer and screen telephone calls and direct inquiries and answer inquiries, greet and escort visitors, file documents electronically or manually; photocopy and distribute materials as requested; and send and receive fax/email material as requested; resolve routine inquires.
- Draft and prepare presentations, brochures, fliers, advertisements, invitations, certificates subject to supervisory approval (e.g., power point presentations); type correspondence or generate reports (e.g., letters dealing with administrative issues, thank you letters for volunteers and donors, posters, bulletins, and registration forms etc.) and check typing for accuracy.
- Advertising Corps events and act as administrator for the phone/internet system.
- Maintain databases (e.g., employee/volunteer information, contact lists, inventory, training records; maintain input into Salvation Army Management Information System (S.A.M.I.S).
- Ensure Shelby & SAMIS stats for memberships are up to date, accurate and the content is the same.
- Keep employee records up to date by processing employee information changes, and recording training obtained in a timely manner.
- Maintain personnel files in compliance with applicable Salvation Army and legal requirements.
- Maintain the Key Register and manage key and alarm code allocations.
- Open and distribute in-coming mail and process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to appropriate person(s).
- Maintain adequate office and/or other supplies (e.g., kitchen or lunchroom supplies) and order as necessary. May arrange for maintenance of office equipment or building repairs as requested.
- Assist with the preparation for the Annual Ministry Unit Review, various projects, and processes.
- May schedule or keep track of Corps Officer(s) calendar(s); make travel or meeting arrangements; change arrangements and provide reminders including support documentation
- Maintain an overview calendar of all programs and/or staff in order to flag conflicts in timing and location.
- Assist in the maintenance of current social media accounts, updating regularly.
- Assist Corps Officer in recruiting volunteer to maintain sign at the front of the church ensuring that the sign is changed on a regular basis.
Finance
- Ensure that all financial information is input to the proper accounts following the SA policy and procedures.
- Verify payables and process entries to Business World and TEM (invoices, payment vouchers, Visa statements, etc.)
- Reviews Agresso postings to verify coding prior to their being passed for payment approval
- Hold and manage the Corps Program credit card which is issued in the individual’s name.
- Purchase various food and program items office supplies for Corps and group activities.
- Perform duties such as issuing donor receipts for income tax purposes; maintain knowledge of CRA rules.
- Ensure all monies received are receipted and timely deposits are made. Entries of donations and member contributions in Shelby.
- Assist with safe-keeping of gift cards – ensuring journal entries are made and verifying the inventory, track receipt and use of gift cards.
- Update official gift card logs and information to Ontario Divisional Headquarters accordingly.