Administrative Coordinator

Job title:

Administrative Coordinator

Company

The Salvation Army

Job description

DescriptionThe Operations Administrative Coordinator performs specialized administrative duties with a specific focus on financial administration, Contract and Service Schedules, HR Records, and communications, and provides support for the Executive Director and the management team.HOURS:

• Some flexibility in hours is accommodated.
• 37.5 hour work week
• Mon – Fri (business hours)

KEY RESPONSIBILITIES:General and Ministry Unit Administration:

• Perform general office duties such as answer and screen telephone calls, direct and answer inquiries; schedule and prepare space for meetings, greet and escort visitors; resolve routine inquiries, assist with coordination of calendar and events for the Ministry Unit.
• Ensure all employee records are maintained accurately and kept up to date, including personnel files and record of certification, onboarding training, and provide to BCHR documentation and information as requested.
• 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 enquiries on behalf of the supervisor, preparing or collecting paperwork for projects and processes, and generating reports, scheduling, reminders, documents, meeting agendas and minutes, etc. as requested.
• Assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
• Assist MU Leaders with maintaining databases and registers to ensure current and accurate information (e.g., premises, property maintenance, vehicles, rent increases, inspection dates, contact lists, critical due dates, supplies, etc.).
• Maintain yearly copy of inventory for MU and update regularly.
• Maintain office inventories, coffee and break room inventory and other department-specific supplies.
• Ensure notice boards in Admin space are regularly maintained and updated with current information.
• Check office mail regularly, open and distribute incoming mail and process outgoing mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Maintain admin office equipment, including phone system, submission of copier counts for billing and communicate with service providers to arrange maintenance/repair service for MU. May assist with computer system.
• Organize and file documents electronically and/or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested.
• Ensure that all records management policies and procedures, and records for the Ministry Unit are current, and stored securely and accurately.
• Prepare year-end files for audit and prepare file boxes to be moved to storage as per regulatory requirements; prepare new file folders for upcoming year – physical and electronic.
• Keep log of individuals with keys and alarm codes noting code changes or if person is added/removed; keep master keys/access code logs for all buildings.
• Provide backup support/relief coverage for the administrative team during absences when required, which may include checking emails and voice messages, answering or directing queries, troubleshooting issues, seeking guidance from other team members, and elevating issues of greater importance or complexity to appropriate management staff.
• Create administrative templates for all departments (e.g., client discount cards, inventories), assist with documents/reports/spreadsheet creation, etc.
• Assist the Volunteer Coordinator with the creation of document briefs, Excel spreadsheets used for volunteer statistics analysis, and other word processing tasks.
• Develop and document business requirements, process and reports as needed.
• Develop and document options and recommendations to issues and problems.
• Provide orientation and guidance to users on how to operate new software and technology.
• Perform other work-related tasks as requested by MU Leaders.
• Take minutes of meetings as requested and maintain a record of relevant files.

Financial Administration:

• Support key stakeholders in understanding the implications of options and decisions.
• Create and maintain list of reports required for health and safety compliance purposes.
• Support external reporting requests as needed.
• Process and maintain records of all financial transactions.
• Process monetary donations (including cash, cheque, debit/credit card), prepare tax receipts and thank you letters, and process related reporting and filing.
• Liaise with donors in a pleasant manner through phone and email regarding donations and tax receipting.
• Review, process, set up and submit monthly donations to WRAC, and prepare next month’s calendar to reflect monthly donation processing dates.
• Prepare and submit deposit summary for monthly credit/debit card donations, organize and file backups securely.
• Maintain record of donation receipts, record and complete bank deposits, and submit completed deposit slips and summaries to WRAC at least weekly.
• Maintain up to date log of tax receipt information.
• Assist with expense reimbursements and credit card reconciliation.
• Code accounts payable invoices for review and approval by MU Leaders, reconcile vendor statements, liaise with vendors, when necessary, forward any necessary documentation and payment info with invoices processed the prior month, scan to Octacom as required for payment by WRAC.
• At ED’s request, reimburse approved petty cash purchases, count, and reconcile the petty cash fund monthly or as needed.
• Review monthly variance reports together with ED and distribute relevant summaries to Department Leads.
• Prepare journal entries and submit to WRAC for posting.
• Follow up on any items processed by WRAC.
• Act as role of secretary for Petty Cash; maintain log of personnel expenses, cheque vouchers.
• Maintain gift-in-kind log and submit journal entry report to Calgary General Ledger in regional accounting center in Calgary.
• Liaise with THQ on any estate bequests, follow up on outstanding items.
• Review and save electronic reports from finance and payroll department (PAP, Payroll Summary, Donor Details, Financial Statements & Variance Reports, etc.).
• Assist ED with annual budget preparations and monitoring expenditures to ensure compliance.
• Perform tasks relating to properties and vehicles, maintain property maintenance logs and vehicle logs.
• Enter financial data for community programs.
• Complete monthly reports for partner programs as required (i.e.: Food Bank, SAMIS, etc.)
• Assist with creating, tracking, analyzing, and reporting on financial results.
• Support all departments with daily user technical support and cloud-based document management and liaise with IT Service Desk when necessary.

Human Resources and UltiPro/WorkDay:

• At ED’s request, post open positions through BCHR and other job posting sites using approved job posting from BCHR.
• Collect and forward resumes to appropriate managers and schedule chosen candidates for interviews as requested.
• Prepare offer letters and contracts as requested; provide and ensure all hiring documentation is complete, submitted and filed appropriately. Ensure that required training (i.e.: H&S, Armatus, policies, etc.) are completed.
• Add new employee in UltiPro or WorkDay and upload new hire documentation promptly upon approval.
• Submit employee changes in UltiPro or WorkDay in a timely manner and before bi-weekly system cut-off.
• May liaise with BCHR at ED’s request, regarding hiring, discipline, and termination.
• May generate HR letters including warning letters, absence letters, expectation letters, and confirmation letters as requested by ED.
• Assist MU Leaders & BCHR by providing to employees supporting documents for RRSP and extended benefits applications and submitting paperwork to TSA Employee Benefits.
• Act in role of timekeeper for MU and use time sheets to accurately enter employee time.
• Support the maintenance of UltiPro or WorkDay, and other databases.
• Maintain the list of current employees with contact information, emergency information, etc.

Critical Relationship Management:

• Governance Boards and Councils: None
• Internal: MU Management Team
• External: Partners, Suppliers, other MUs

Managerial / Technical Responsibilities:

• Report directly to: Executive Director
• Direct reports for this position: None
• This role coordinates workflow for Accounts, some HR/Payroll queries, and may show others how to perform certain procedures.

Financial and Material Management:

• Minor responsibility for material resources.
• May be authorized to handle small amounts of cash. Little input to annual budget or revenue projections.
• The incumbent has input to preparing budgets with respect to the departmental budget.

Working Conditions:

• Normal hours of work are 8 hours/day set by supervisor (30 minutes unpaid break) Monday through Friday.
• Typical working location for this position – at the office located at Admin Department.
• Travel requirements for this position – up to 10% travel. The incumbent may be required to travel occasionally.
• The incumbent works in generally agreeable conditions, with the following exceptions:

• Possible exposure to angry people
• Possible exposure to verbal abuse
• The job incumbent may be exposed to the risk of minor harm, injury, or illness due to:

• Possible exposure to infectious diseases
• Environmental Conditions
• The incumbent must take the following precautionary measures (in addition to health and safety rules):

• Universal Precautions
• Annual WHMIS training/certification
• Current Certification in First Aid/CPR

The above responsibilities must be performed in keeping with The Salvation Army’s Mission, Vision and Values, in a professional manner, upholding our Christian standards of conduct.QUALIFICATIONS AND EDUCATION REQUIREMENTS:Education, Qualifications and Certifications:

• Completion of a formal post-secondary/college/University program of two academic years in either social service, business, economics, administration, and equivalent work experience.
• Must possess valid driver’s license and clean driving abstract.

Experience and Skilled Knowledge Requirements:

• A minimum of five years of general related experience.
• A minimum of a year of supervisory experience in a related field or non-profit (preferred.)
• Experience of three years in the following areas: office administration, budgeting, HR relations.
• An alternative combination of education and experience might be considered.

PREFERRED SKILLS/CAPABILITIES:

• Attention to detail, multi-tasking, problem solving and analytical skills.
• Strong sense of integrity and confidentiality with professional ethics and flexibility.
• Familiarity with funding processes and procedures, human resource legislation and practice; purchasing procedures; property maintenance issues; and information systems issues and processes.
• Outstanding communication.
• Computer and media proficiency.
• Ability to work independently.

*NOTE: For some jobs, you may be required to provide validated educational documentation.Successful candidates, prior to hiring, may be required to provide:

• Background check consent.
• A clear vulnerable sector screening.
• A clean drivers abstract.
• Completion of our online Armatus Abuse Training and required Health and Safety training.

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

Expected salary

$21 – 23 per hour

Location

Nanaimo, BC

Job date

Fri, 09 Aug 2024 23:23:19 GMT

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