Administrative Assistant

Description:

• Greet and direct visitors and answer incoming phone calls (approx. Five hundred calls a week) as the first point of contact for the organization.
• Coordinate daily mail-outs, couriers, ordering, shipping & receiving.
• Manage and distribute incoming faxes.
• Maintain inventory database of public storage lockers.
• Manage the organization’s keys and access cards including purchasing, inventory activities, managing key log and safekeeping.
• Assist in the preparation of meeting packages.
• Book Boardrooms & Teleconference lines for Park Royal only.
• Enter items/services in PeopleSoft, as required.
• Act as the contact person for off-site storage lockers including maintaining physical and electronic inventory controls and database.
• Maintain administrative filing systems.
• Contact building landlord (PROS) with maintenance issues.
• Maintain Office Supplies for Corporate Services and order as required.
• Code and log all invoices for Corporate Services.
• Assist with Park Royal moves, installations, site contact for movers/contractors for Park Royal and Storage lockers.

Qualifications

Education

• Completion of secondary school or an equivalent combination of education, training, and experience.

Experience

• Recent and relevant experience in office work/administration (usually acquired over a 2–4-year period).
• Experience in the use of Microsoft Office suite of software, including Word, Excel, PowerPoint, and Outlook.

Knowledge, Skills & Attributes

Knowledge

• Knowledge of the First Nation Health Authority structure, departments, and offices.
• Knowledge of administrative services, processes, and procedures.
• Knowledge of general principles and practices regarding document and file management, including tracking approaches and systems, confidentiality, and security.

Abilities

• Ability to interact with the staff and public, on the phone or face to face, with a positive and customer focused approach.
• Ability to pay attention to detail with a commitment to high quality work.
• Ability to work collaboratively with staff at all levels.
• Ability to manage and prioritize one’s own work in a proactive manner and to meet deadlines.
• A demonstrated ability to accomplish projects with little supervision.
• Intermediate computer skills.
• Physical ability to perform the duties of the position.

Suitability

• Excellent customer service skills.
• Flexible and adaptable.