Duties and Responsibilities

Administrative Tasks:

• Perform general secretarial duties including drafting and revising documents, managing correspondence, maintaining both paper and digital files, making photocopies, sending faxes, and opening and following up on files.
• Maintain the Centre’s calendar, prepare minutes, and manage various administrative tasks as required.
• Contact vendors and service/maintenance personnel for troubleshooting and other related issues for the Centre.
• Prepare the Masjid prayer calendar on a monthly basis.
• Proofread and ensure timely printing and distribution of regular circulars to the community.
• Follow up on rent payments in accordance with rental agreements.
• Assist the Centre Manager with various administrative tasks as required.
• Distribute bi-monthly pay stubs to regular and part-time staff from the head office.

Accounts Payable & Receivable Tasks:

• Collect, account for, and deposit fees, donations, and other dues into the bank on a bi-monthly basis.
• Receive invoices, verify accuracy, and prepare payments by cheque and mail.
• Report monthly manual deposits and expenses to the finance department.
• Set up and maintain a monthly database for direct debit and credit card donation collections.
• Handle queries and provide necessary information to the head office and government agencies in a timely manner.

Government Grants:

• Prepare proposals for applicable grants before the deadline, including but not limited to Canada Day Celebrations, Summer Student Grants, etc.
• Execute the proposal in alignment with the grant application.
• Submit final reports to the Head Office for each grant received.

Reception Services:

• Maintain up-to-date sign-in/out sheets and visitor logs for the Centre.
• Greet and assist visitors, ensuring a professional and welcoming atmosphere.
• Order and maintain adequate washroom supplies for congregants.
• Receive, screen, and transfer telephone calls and correspondence efficiently.

Knowledge, Skills, and Abilities:

Knowledge:

• Proficient knowledge of office administration and bookkeeping procedures.
• Familiarity with council and committee systems.
• Ability to maintain a high level of accuracy and confidentiality, particularly regarding financial and employee files.

Skills:

• Excellent interpersonal and team-building skills.
• Strong analytical and problem-solving abilities.
• Decision-making skills with a strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• High-level organizational and time management skills.
• Proficiency in computer programs including spreadsheet and word processing software.
• Ability to manage stress and adapt to changing environments.

Personal Attributes:

• Honest, trustworthy, and respectful with a strong sense of integrity.
• Culturally aware and sensitive to diverse communities.
• Flexible with the ability to adapt to changing work demands.
• Demonstrates sound work ethics and professionalism.

The required knowledge and skills can typically be attained through completion of office procedures coursework, combined with related administrative experience.

Working Conditions:

Physical Demands:

• The Administrative Clerk will spend extended hours sitting and using office equipment and computers, potentially leading to muscle strain. Occasional lifting of supplies and materials is required.

Environmental Conditions:

• The role is based in a busy, open office environment with frequent interruptions and regular interaction with others.

Sensory Demands:

• The role requires long hours of concentrated work, particularly when entering financial data into the system, demanding attention to detail and high levels of accuracy.

Mental Demands:

• The position comes with deadlines and significant stress due to the variety of tasks and diverse individuals with whom the incumbent will interact regularly.

Equal Opportunity Statement MAC is committed to diversity, equity, and inclusion. We provide equal employment opportunities to all, without discrimination based on race, gender, disability, or any other protected status. Accommodations are available upon request during the hiring process.