Description:
We are currently hiring for full time and casual Administrative Assistants. Under the supervision of the Administration Office Coordinator, the Administrative Assistant provides support for the Agency’s programs and services by performing a variety of reception, administrative and support duties, including word processing, photocopying and other related work as required. This is an independent role that requires the ability to work with limited supervision.
Reception
- Respond to incoming calls; greet visitors, staff and others in a professional courteous manner.
- Ascertain the nature of the business and direct visitors and callers to the appropriate department or person. Provide documentation to visitors when necessary.
Administrative
- Photocopy, email, fax, scanning and mail items as appropriate.
- Send and receive mail bin between the Main Campus and SE sites.
- Pick up mail and sort/distribute incoming and outgoing mail.
- Arrange for couriers when necessary.
- Type and proof letters, memos and reports requested. Edit for grammar as required.
- Data entry as related to the day-to-day reports required by programs. Proof all reports drafted by program staff prior to printing copies for signature and distribution.
- Create documents and graphics using a variety of desktop publishing applications as required.
- Track and distribute staff keys.
- Filing, including creating and maintaining files.
Other
- Point of contact for maintenance related concerns, as needed.
- Order office and cleaning supplies.
- Ensure maintenance/servicing of all office equipment and telephone systems.
- Manage room bookings.
- Participation in Agency committees on a voluntary basis.
- Other duties as assigned.
Skills And Qualifications
- Post-secondary Diploma in Business Administration and/or several years of related administrative experience.
- Excellent working knowledge of Microsoft Office applications, databases, graphics, desktop publishing and intranet programs. Willingness and ability to be trained in Agency specific information management systems. Knowledge of Apricot database an asset.
- Effective typing and data entry skills. Ability to build positive and collaborative relationships and work as part of a team.
- Ability to demonstrate a courteous, friendly approach in person and on the telephone.
- Demonstrated communication and interpersonal skills.
- Highly organized and ability to initiate activities, work independently in the absence of supervision and maintain a high level of administrative related services.
- Experienced at maintaining and ensuring confidentiality of information.
- Clear Police Check including Vulnerable Sector Check, Child Intervention Record Check.