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 Hospitality and Administrative Assistant creates and nurtures a welcoming environment for all who enter. The incumbent provides direct navigation support to: donors, volunteers, congregants and neighbours in need, both in person and over the phone or by email. Additionally, the incumbent will provide administrative support to other mission partners across sites and Church programs.

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
- 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 assist in submitting the bi-weekly payroll information.
- Gives oversight of the reconciliation of staff corporate visas and personal expenses through internal systems for timely payment.
- Assists with the reconciliation of gift cards through internal systems.
- Assists with the key and alarm code distribution and record keeping.
- Oversees the management and maintenance of the phone greeting system.
- Serves as part of the Joint Health and Safety team.
- Serves as part of the Site Care Team.
- Communicates regularly with community partners for the benefit of sharing information about resources for supporting neighbours in need, and for sharing resources between organizations.
- Oversees ordering and maintaining stationery supplies and assist in maintaining adequate office supplies/other supplies as needed
- Arranges 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).
- Coordinated the design,



ordering and distribution of name tags, door tags and business cards, including recording order history and liaising with the vendors
- Maintain the phone system, including the phone tree and seasonal extensions changes; staff voicemail updates; staff phone list and extension directory; and inventories of desk phones and mobile phones.
- Maintain the computer and equipment inventory, including organize and maintain the computer storage cabinet, track equipment assignments and returns, track equipment leases and returns
- Assist with maintaining access information for all shared accounts (log in credentials)
- 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. Will use Canva extensively.
- Responsible for maintaining inventories and updating as needed.
- Assists property team with administrative tasks related to building oversight in partnership, ensuring issues are noted, reported to the right service provider, and addressed in a timely manner.
- 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 protected 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.

FINANCIAL AND MATERIALS MANAGEMENT

The incumbent has minor

#J-18808-Ljbffr

📌 Hospitality and Administrative Assistant (Kelowna)
🏢 PVH (Tommy Hilfiger/Calvin Klein)
📍 Kelowna