Job Description
Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Primary Duties and Responsibilities
Administrative Assistants perform a wide range of duties including but not limited to:
Reception
· Answer general phone inquiries using a professional and courteous manner.
· Direct phone inquiries to the appropriate staff members.
· Reply to general information requests with the accurate information.
· Greet clients/suppliers/visitors to the organization in a professional and friendly manner.
Office administration
· Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
· Sort incoming mail, faxes, and courier deliveries for distribution.
· Prepare and send outgoing faxes, mail, and courier parcels.
· Forward incoming general e-mails to the appropriate staff member.
· Forward voice mail from the general mailbox to the appropriate staff member.
· Purchase, receive and store the office supplies ensuring that basic supplies are always available.
· Code and file material according to the established procedures.
· Update and ensure the accuracy of the organization's databases.
· Back-up electronic files using proper procedures.
· Provide secretarial and administrative support to management and other staff.
· Make travel, meeting and other arrangements for staff and management.
· Coordinate the maintenance of office equipment.
· Booking yearly licensing inspections.
Assist with financial management
· Use computer software to prepare invoices and record deposits.
· Code and file financial material according to established records management procedures.
· Administer petty cash according to established procedures.
· Month end duties as required.
· Various data entry as required.
Provide Board support
· With the Executive Director, prepare meeting agendas and supporting material for distribution.
· Ensure the timely distribution of material to the Board.
· Support the Board with meeting, travel and other arrangements.
· Draft minutes of Board meetings for review by the Executive Director.
· Create action list for management staff from board meetings.
Qualifications
Education:
· High School Diploma.
· Post secondary education in business, computers, or office management is an asset.
· Equivalent experience will be taken into consideration.
Knowledge, skills and abilities
Proficiency in the use of computer programs for:
· Word processing.
· Excel Spreadsheets.
· E-mail.
Proficiency in the use of office equipment:
· Computer.
· Voice messaging systems.
· Fax.
· Photocopier.
Personal characteristics
Administrative Assistants should demonstrate competence in some or all of the following:
· Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of YACRO.
· Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of YACRO.
· Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
· Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
· Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of YACRO.
· Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Experience
· Prefer 1-3 years experience in an office setting
Working Conditions
· Administrative Assistants work in an office environment.
· Administrative Assistants usually work a standard work week.
· Administrative Assistants may be required to work some overtime hours such as attending Board meetings.
Notes: 1. Positions will be awarded on the basis of qualifications and ability.
Job Types: Full-time, Permanent
Pay: From $20.19 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
