Job Description

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.

Position Purpose summary:

The Business Coordinator will support the Corps Officers by assisting in many of the different aspects of the business operations, including recording financial transactions related to business activities and ensuring timely and accurate reporting.

Accountabilities:

Administrative Support

• Perform general office duties including answering, screening, and directing telephone calls and responding to inquiries in a professional and timely manner.
• Serve as the first point of contact by greeting visitors and assisting with entry into the building.
• Receive, sort, distribute, and process incoming and outgoing mail and courier deliveries.
• Prepare, draft, and type correspondence, reports, forms, and other administrative documents as required.
• Maintain the distribution, tracking, and monitoring of all keys assigned to staff and volunteers.
• Schedule appointments and meetings, and prepare and distribute agendas, minutes, and related materials.
• Order, inventory, and maintain adequate office and administrative supplies.
• Assist in the preparation of audits, Territorial Standards of Excellence, and organizational reviews.
• Prepare weekly Sunday bulletin, and worship slides, and other communication materials as required.
• Maintain and update the church directory and related records to ensure accuracy and confidentiality.
• Ensure all administrative duties and assigned responsibilities are completed accurately and within established timelines.
• Create, organize, and maintain employee personnel files in accordance with The Salvation Army standards, ensuring all records are secured in a protected and locked environment.
• Safeguard and maintain the confidentiality of all employees and organizational documentation and records.
• Prepare and post monthly staff schedules for supervisor review and approval.
• Complete time tracking functions in Workday as required.

Volunteers

• Recruit, orient, and train volunteers in accordance with ministry unit policies, procedures, and territorial standards.
• Develop and maintain relationships with educational institutions, volunteer bureaus, churches, and community businesses to promote volunteer opportunities and recruit applicants.
• Assist in developing strategies and recommendations to support volunteer recruitment, retention, and engagement.
• Match volunteer skills, interests, and experience with appropriate work assignments and prepare task lists and guidance materials as needed.
• Maintain complete, accurate, and up-to-date volunteer files and documentation.

Finance

• Liaise with Corps Officer and internal departments and designated personnel regarding routine business operations and financial inquiries, both internally and externally, in accordance with The Salvation Army organizational procedures.
• Monitor compliance with relevant Salvation Army operational policies and procedures; identify and report deviations or ongoing concerns to management.
• Generate, compile, and distribute financial reports, including monthly financial statements for leadership review.
• Review and analyze financial statements to ensure operations remain within approved budget parameters.
• Prepare and process requisitions for Divisional Headquarters (DHQ) approvals, ensuring all required supporting documentation is complete and attached.
• Provide administrative support for seasonal and community programs as required (e.g., Christmas Kettles, Hampers, Summer Camp Programs).
• Process expense reimbursements and corporate VISA expenses through TEM for Corps Officers; process vehicle-related expenses through Element/PHH; process accounts payable and receivable through Agresso and generate required financial and General Ledger reports.
• Replenish petty cash following verification and reconciliation of vouchers and balances; complete periodic petty cash reconciliations and maintain accurate financial records related to donations and charitable receipts.
• Prepare donor income tax receipts and acknowledgement letters in accordance with established procedures.
• Complete bank deposits, maintain banking records, process Moneris transactions, and provide deposit reports to RAC as requested.
• Process accounts payable transactions, including reviewing Agresso for invoices requiring submission and payment processing.
• Process accounts receivable functions including invoicing, billing, and preparation of quarterly financial reports.

Building and Maintenance

• Coordinate maintenance of ministry unit vehicles (regular service and upkeep).
• Point of contact for building maintenance issues.
• Inform Corps Officers of any building deficiencies and/or repair needs.
• Seek approval for maintenance repairs/concerns.
• Schedule and oversee monthly/annual contractual visits.
• In consultation with Corps Officers and management team, assist with oversight of ground maintenance (snow clearing, gardening, lawn care).

Information Technology

• Oversee and maintain Kitchener Community Church and Family Care Centre websites and social medica presence.
• Assist with preparation of promotional materials including presentations, brochures, and flyers.
• Ensure appropriate copyright licensing has been obtained and is current, when applicable.
• Complete program and administrative statistical data recording and reporting monthly into Salvation Army Management Information System (SAMIS)

Health and Safety

• Responsible for maintaining all health and safety related documentation (i.e., fire drill reports, house security checks etc. )
• Provide administrative support to WSIB claims and other health and safety matters as required within applicable departments , including completion of forms.
• Participate in health and safety related accident and injury investigations as required.
• Represent management on the joint occupational health and safety committee.
• Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.

Perform other related duties as required.

Working Conditions:

• This is a regular full-time position based on 37.5 hours per week.
• Working environment is typically in the office in generally comfortable conditions.
• This job requires reaching, bending, and stooping frequently, working in a sitting and standing position for periods of time.
• Ability to lift/move up to 29 lbs.
• Some travel up to 10% is required to complete bank deposits etc.; required to use the program vehicle.

Normal hours of work: Work will be scheduled between Mondays – Friday from 8:30 a.m. to 4:30 p.m. as per operational requirements and includes a ½ hour unpaid meal break where applicable. Flexibility in scheduling is required; some weekend and evening work may be required. (Seasonal, Special Events)

The Supervisor will set the hours of work and work schedule.

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 post-secondary/college diploma program two (2) academic years in related field.
• A Current CPR/First Aid Certification would be an asset or willingness to obtain.
• Non-Violent Crisis Intervention Certification would be an asset or willingness to obtain.

Experience and Skilled Knowledge Requirements:

• Two (2) years of prior related experience, including business administration and finance/accounting, and using of office equipment/tools
• Proficient computer skills in all aspects of Microsoft Office.
• Experience in Information Technology and non-profit, fund and branch accounting would be a definite asset.
• Valid Ontario Class “G” Driver’s License, provide an original copy of current driver’s abstract for review and verification that it satisfactory to The Salvation Army, in its sole discretion, is required.

Alternative combinations of education and experience may be considered.

Skills and Capabilities:

• Maintain information in confidence as required.
• Participate as an active and responsible team member.
• Represent the organization in a professional and engaging manner.
• Treat the property of The Salvation Army with due care and caution.
• Self-motivated and disciplined.
• Competency in making and implementing effective decisions.
• Strong interpersonal skills, integrity, and adaptability.
• Strong oral and written communication skills
• Demonstrated ability to build positive, productive, and supportive relationships with the community, volunteers, and staff.
• Attentive listening skills for the purpose of supervision, coaching, and conflict resolution.
• 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.
• 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.

Compensation:

The target hiring range for this position is $47,716.50 to $59,650.50 with a maximum of $71,584.50.

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 Recruitment.Accommodations@salvationarmy.caif you have a need for any accommodation and we will be pleased to discuss this with you.