Reception/Administrative Assistant
Key Responsibilities
Performs all duties and responsibilities in accordance with our clients policies, practices, and procedures as directed by the Assistant Director of Operations/HR. Maintains confidentiality as required pertaining to members, employees, and general matters of SIB.
Front Desk Reception
- Answers incoming calls, provides information, responds to basic inquiries, directs callers, and takes messages as required.
- Maintains awareness of various activities taking place in the community and in the office to assist with inquiries. Greets visitors, clients and community members and ensures their comfort. Ensures that the reception area is tidy and welcoming. Administrative Support
- Coordinates bookings for the gym and boardroom. Verifies availability, sends confirmation, ensures facilities are open and prepared for bookings.
- Administers the vehicle booking process for owned/leased vehicles.
- Maintains the office calendar including staff and management meetings and special events.
- Orders stationary and janitorial supplies.
- Process vouchers and purchases supplies for the community garden.
- Organizes outgoing couriers and mail.
- Records incoming mail and distributes.
- Maintains record management systems including various electronic and paper filing systems as well as the archive room.
- Maintains office equipment. Ensures copier is loaded with paper and toner is changed as required.
- Assists the Council Secretary, Director of Operations and others as requested.
- Provides back up for essential duties of the Council Secretary during vacation and leaves.
- Coordinates and maintains the key system for the Admin Building and vehicles. Communication
- Gathers information on upcoming events/meetings/activities happening in the community.
- Gathers information from staff on key activities to communicate to members.
- Works with the Council Secretary to develop the bi-weekly newsletter for members.
- Updates social media (Facebook) and website with current information monthly and weekly as required.
- Creates posters and assists with community events.Other related duties.
Qualifications
Training, Education, Experience
- Grade 12 plus/or including computer skills and office administration training.
- 2+ years of prior experience in office administration ideally within an Indigenous organization.
- Satisfactory criminal records check.
Knowledge, Skills, Abilities
- Well-developed communication and interpersonal skills.
- Excellent client service skills. Friendly, positive, responsive, professional, and helpful.
- Well organized and proactive with strong time management skills.
- Ability to multitask with attention to detail.
- Basic to intermediate office administration skills including records management.
- Ability to exercise a high degree of professionalism and confidentiality.
- Understanding of office equipment including copiers and phone systems.
- Able to work independently with minimal day-to-day supervision as well as working within a collaborative team framework.
- Intermediate computer skills including MS Office. Ability to trouble-shoot and assist users with basic computer issues.
Working Conditions
Work is performed primarily in an office environment. Occasional travel to attend meetings or training is required.
Pay: $25.00-$30.00 per hour
Benefits:
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
