Administrative Assistant, Money Management - #440687

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

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.

Job Description

POSITION PURPOSE SUMMARY:

The Administrative Assistant, Money Management Program will provide administrative support within the money management program in accordance with contract obligations, policies and procedures, The Salvation Army’s mission, values, and standards.

Accountabilities

• Administration
• Files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive files.
• Opens and distributes in-coming mail and processes out-going mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).
• Assists with administrative duties, including but not limited to, answering phones, greeting clients, payables and receivables and data management.
• Upholds the mission and values of The Salvation Army in all aspect of required tasks.
• Responds to routine enquiries, both internal and external to the organization
• Participates in department staff meetings and strategic planning to ensure programming and goals reflect clients’ needs as these may evolve or change.
• In cooperation with the Program Caseworker ensures client income assistance benefits are disbursed in a way that best meets the clients’ basic needs.
• Maintains accurate, comprehensive, and current file records including income and expenses for clients as well as funds issued, in an organized fashion.
• Scans client information to electronic client file.
• Prepares budget sheets for each new month in consultation with Program Caseworker.
• Participates in the cheque distribution and preparation for bills, expenses, personal allotments.
• Maintains the client management database with all required information.
• Monitors and maintains client expenditures ensuring strong internal control practices.
• Maintenance and controls for all current / past client records.
• Tracks statistical information as required.
• Orders correct cheques on a continual basis from THQ for clients / vendors as required.
• Provides yearly reports for government housing as needed.
• Provides 3- and 6- month review to Social Services (Financial Management Account Report).
• Conducts regular client account and trust account reviews, ensuring reconciliations occur, including but not limited to: Monthly Bank Reconciliations. Reconciles budget sheets with Business World Statements monthly.
• Processes fund requests for Private clients.
• Reconciles client accounts when account is closing.
• Ensures policy is followed regarding storing and recording cheques in the safe.
• In conjunction with the Program Case Worker, maintains client details and updates client files as needed.
• Assists in writing receipts for client cheques.
• Performs other duties as assigned.
  
  

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: None

Internal

• Ministry Unit Staff
  
  

External

• Clients and their families, government agencies and local community support services
  
  

Managerial/Technical Leadership Responsibility

• Reports directly to the Corps Officer or designate
• This role works within a team and has no direct reports.
  
  

Financial And Materials Management

• This role does not have any financial or budgetary accountabilities and all approved eligible personal travel expenses are reimbursed.
• May handle and reconcile petty cash.
  
  

Working Conditions

• Time commonly spent in office environments in generally agreeable conditions, in service and administration areas of social service centres, or in corps settings.
• This position provides indirect service to the community and will interact with people from a diverse range of backgrounds and histories.
• Little to no travel required.
  
  

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.

Education And Experience Qualifications

Education, Qualifications and Certifications:

• Completion of a formal post-secondary/college program of two academic years.
• A combination of experience and education deemed equivalent may be considered.
  
  

Experience And Skilled Knowledge Requirements

• Two years but less than three years of related experience
• Previous experience in social services/mental health setting
• Experience performing administrative and finance tasks
• Experience with community development considered an asset
• Current First Aid/CPR
• Valid Criminal Record and Vulnerable Services Check
• Experience with using Microsoft 365, particularly excel spreadsheets.
  
  

Skills And Capabilities

• Excellent organizational, interpersonal and communication skills (written and oral).
• A team player: ability to work in a compassionate, respectful, and non-judgmental manner.
• Proficient in Microsoft Office.
• Ability to enter data and perform statistical analysis efficiently and accurately.
• Ability to work collaboratively in a team environment and independently when required providing necessary information and documentation, if necessary.
• Detail oriented skills and ability to juggle multiple priorities.
• High standards of integrity, judgment and confidentiality and an ability to model the values and standards of The Salvation Army.
• Ability to deal effectively with the public, government, business leaders and professionals.
• Strong commitment to and ability to clearly articulate the mission statement, values and beliefs of The Salvation Army.
  
  

Compensation

The target hiring range for this position is $18.05 to $22.56 with a maximum of $27.07.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [email protected] if you have a need for any accommodation and we will be pleased to discuss this with you.