Administrative Assistant

Description:

As a Secretary, you will be at the heart of our department's administrative engine, ensuring seamless operations and providing vital support to our staff.

You'll be the welcoming face at the front desk, assisting visitors and stepping in as a reliable backup for your fellow clerical team members. If you're enthusiastic about maintaining efficiency and making a positive first impression, we invite you to be a key part of our team.

Primary Accountabilities

This role is diverse, requiring your efficiency, confidentiality, and adaptability in a fast-paced environment. Your contributions will be integral to meeting tight operational deadlines and ensuring the smooth flow of our operations. Key responsibilities of yours include:

• Maintaining and organizing files using the STAR/STOR system, ensuring information retrieval is swift and accurate.
• Document management, including faxing, copying, scanning, and filing.
• Responding to Freedom of Information and Protection of Privacy (FOIPOP) requests by promptly retrieving the necessary information to facilitate requests.
• Processing incoming and outgoing mail efficiently.
• Responding to general inquiries and routing calls to the appropriate contacts.
• Ensuring discretion when typing a range of documents, including confidential correspondence and reports, and entering client notes into the Integrated Case Management System (ICM).
• Ensuring files and documentation are organized and up-to-date.
• Scheduling meetings and managing calendars to keep operations on track.

Qualifications and Experience

You will have a one (1) year business course plus a minimum of two (2) years of related experience, or an equivalent combination of training and experience.

You thrive in a team-oriented environment, readily stepping in to support colleagues and displaying a proactive approach. You are proficient in Microsoft programs such as Word, PowerPoint, Outlook, Excel, or equivalent office software. Your ability to navigate these tools efficiently is crucial to your role. You're comfortable working autonomously in a fast-paced, challenging work environment and manage tasks effectively. Demonstrating a high degree of tact and diplomacy is second nature to you, especially when dealing with sensitive issues. The meticulous organization is your forte and your keen eye for detail ensures nothing slips through the cracks. You demonstrate an ability to build and maintain positive working relationships and collaborate effectively.