Temporary Admin & IT Assistant, West Kelowna-Canada Summer Job Weekly Hours

POSITION PURPOSE SUMMARY:     

The Administrative and IT Assistant creates and nurtures a welcoming environment for all who enter the Community Services Centre. The incumbent provides direct navigation support to neighbours in need, both in person and over the phone or by email. Additionally, the incumbent will provide administrative support to other mission partners and programs of the Community Services Centre, including support with IT related tasks such as website updates, etc.  The incumbent will work at our Rutland office, located at 200 Rutland Road, South, Kelowna, BC.

This a Fixed Term Contract Position.

Kindly review the eligibility criteria for the Canada Summer Jobs program using the link below before applying.

Canada Summer Jobs Program requirements apply. Individuals who required employer-specific work authorization (e.g., international students on study permits) are not eligible under this program. Recent immigrants are eligible if they are Canadian Citizens or permanent residents. This position is funded through the Canada Summer Jobs program. Applicants must meet program eligibility requirements, including age and legal status criteria. 

ACCOUNTABILITIES:    

• Consistently demonstrates empathy and concern for neighbours accessing Salvation Army services and programs. 

• Provides emergency services (referrals to community partners) to neighbours as directed by caseworkers or the Community Services Director (i.e. food, shelter, etc.). 

• Performs general office duties such as answers telephone calls and directs and answers inquiries; greets and hosts visitors; distributes mail, files documents electronically or manually; distributes materials as requested; sends and receives fax/email material as requested; resolves routine inquiries, all in a confidential manner 

• Supports with IT related tasks such as website updates, social media posts, supporting users with Microsoft 365, etc. 

• Handles and ensures the protection of extremely confidential and sensitive employee, client, and/or program files. 

• Assists in maintaining confidential statistical records 

• Gives direction to volunteers assigned to administrative duties. Keeps track of volunteer’s hours. 

• May order stationery supplies and assist in maintaining adequate office supplies/other supplies as needed, may arrange for maintenance of office equipment.  

• Prepares and receives paperwork for various projects and programs as assigned by Supervisor or Department Lead (i.e. month-end and year-end tasks, including reports and journal entries and other business-related projects and tasks as needed). 

• Types and/or updates forms, letters, reports, and memos, assuring accuracy. 

• Draft and prepare presentations, brochures, flyers, invitations, etc. subject to Supervisor’s direction and approval. 

• Responsible for maintaining inventories and updating as needed.  

• Handles walk-in donations, and issue temporary receipts and prepares official tax receipts. 

• Receives and/or declines, sorts, organizes donated or purchased product as directed and in accordance with standard procedures. Arranges for disposal of unusable items in accordance with policy. 

• May be required to handle hazardous material in a safe and conscientious manner with WHMIS and WorkSafe guidelines. 

• Assists in scheduling meetings, may be required to draft agenda, take minutes, and distribute minutes accordingly. 

• Performs other job-related duties as assigned. 

 MANAGERIAL/TECHNICAL LEADERSHIP RESPONSIBILITY:    

• Reports to: Community Services Director. 

• Direct reports: None. 

• They may show and direct volunteers how to perform certain duties.  

FINANCIAL AND MATERIALS MANAGEMENT:    

• The incumbent has minor material responsibilities occasionally receiving and ensuring the effective usage of materials. 

• Handles donations and provides donors with a temporary receipt. 

• Uses or maintains organization assets in accordance with established guidelines.  

• Does not have any no budget responsibilities. 

WORKING CONDITIONS:    

The incumbent’s work environment is typically in a general office setting. The incumbent works in generally agreeable conditions, with the following exceptions: 

• Dealing with people with challenging behaviour 

• Verbal abuse 

• Frequent interruptions and multitasking 

• Temperature variations (i.e., front door opening and closing) 

• Equipment and general office noise (i.e., people talking, phones ringing) 

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:          

• Specialized applicable courses of at least 6 months (bookkeeping, office administration) will be considered a strong asset 

 Experience and Skilled Knowledge Requirements: 

• A minimum of two years of related experience Preferred. 

• Able to provide Criminal Background Check screening and Vulnerable Secord Check that is satisfactory to The Salvation Army, in its sole discretion, is required.

Skills and Capabilities:   

• Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities 

• Ability to follow and implement The Salvation Army’s Standards, Policies and Procedures 

• The successful applicant must have, or be willing to obtain, a criminal record check, clearance from the National Abuse Registry. 

• Must have strong time management ability 

• Ability to work both independently, with minimum supervision, and as part of a team 

• Good organizational skills and the ability to work on several tasks is essential 

• Ability to maintain confidentiality 

• Good working knowledge of Microsoft Word, Excel, PowerPoint and Easy Worship or the ability to learn quickly is essential 

• Ability to communicate effectively both orally and in writing with employees and the public 

• The ability to adapt to change and interruptions to a normal work routine, and work in a fast-paced environment. 

• A willingness to adhere to a professional dress code 

• An understanding of and support for the Mission Statement of the Salvation Army in Canada.

• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.