Administrative Assistant I (Tft 1.0) [Von Canada]

Requisition Details

Employment Status: Temporary, Full-Time (1.0 FTE)

Program Name: Community Supports

Number of Hours Bi-Weekly: 75

Work Schedule: Days

Anticipated End Date: 02/24/2023

On-Call: No

Job Summary

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key Responsibilities May Include

• Orders supplies, receives and maintains an inventory of required supplies.
• Schedules and organizes meetings and appointments as requested.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Performs other duties as assigned.
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Receives and receipts donation, and bill payments.
• Prepares bank deposits.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Greets and directs all in-office visitors and in-coming calls.
• Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
• Responsible for the mail pick-up and drop off.
• Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
• Responds to messages from the answering service as required.
• Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Updates policies/procedures and manuals as required.
• Collaborates with teams for to organize logistics for special projects, events and seminars.

External And Internal Relationships

• Communicates regularly and follow up with employees, managers and corporate services staff.

Education, Designations And Experience

• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• Experience with scheduling software and Cognos is considered an asset
• Proficiency in Windows OS and MS Office Suite programs
• Experience with a unionized environment is considered an asset.

Skill Requirements

• Able to work both independently and within a team
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent oral and written communication skills
• Excellent customer service skills
• High level of accuracy and attention to detail
• Ability to maintain confidentiality at all times

Other

• Criminal records and vulnerable sector check
• The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.

VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at http://www.von.ca/en/accessibility for further details.