POSITION: Administrative Assistant (Non-Union)
REPORTING: Reports to the Senior Manager Administration.
POSITION SUMMARY:
This Administrative Assistant position will be nestled in a dynamic, fast paced and upbeat Administration Department at TDCSS. The successful candidate will need to be able to perform administrative functions including office management, visitors management and data management. They will also be called upon to act as backup for both the Data Clerk and the Senior Manager Administration from time to time. TDCSS operates a highly inclusive environment, and the Administrative Assistant will be asked to provide input into the administration processes and policies that guide the Administration department.
RESPONSIBILITIES:
· Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from machine dictation and handwritten copy
· Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with other departments and organizations
· Schedule and confirm appointments and meetings of employer
· Order office supplies and maintain inventory
· Answer telephone and electronic enquiries and relay telephone calls and messages
· Set up and maintain manual and computerized information filing systems
· Determine and establish office procedures
· Greet visitors, ascertain the nature of business and direct visitors to employer or appropriate person
· Record and prepare minutes of Board meetings or any other meetings required by the Reporting Manager
· Arrange travel schedules and make reservations
· Compile data, statistics and other information to support research activities
· Supervise and train office staff in procedures and the use of current software
· Organize conferences, events, get-togethers based on the organization's need
· Excellent computer skills with a good working knowledge of Microsoft Excel and Word.
· Good interpersonal and communication skills are essential, as well as a willingness to be flexible.
· Performs all administrative functions necessary to ensure transactions are processed according to TDCSS policy.
· Maintain filing systems
· Acts as backup for the Data Clerk.
· Acts as a backup for the Senior Manager- Administration.
· Proactively seeks out and supports administration process improvements and systems enhancements.
· Participates in projects to implement these changes, both individually and with the team.
· Communicates with business partners regularly, fostering strong relationships and meeting customer service expectations.
· Works closely with other team members to coordinate responsibilities and prioritize tasks, ensuring all key deadlines are met.
· Performs other related duties as required.
QUALIFICATIONS AND EXPERIENCE:
· Completion of Grade 12 and post-secondary courses. Specialization in Administration will be an asset
· 2 years of experience in a computerized work environment.
· A good working knowledge of Microsoft Word and Excel, including pivot tables.
· Strong interpersonal and communication skills.
· The ability to think flexibly and work with limited supervision. Have experience with managing front desk, visitors, and data management.
· Excellent computer skills with a good working knowledge of Microsoft Excel and Word.
· Good interpersonal and communication skills are essential, as well as a willingness to be flexible.
Hours: 35 hours per week FULL-TIME
Shifts: Monday to Friday.
Salary: $24/hr to $28/hr
Start Date: ASAP
Job Types: Full-time, Permanent
Job Type: Full-time
Pay: $24.00-$28.00 per hour
Benefits:
- Dental care
- Extended health care
- Paid time off
Education:
- Secondary School (preferred)
Experience:
- Administrative experience: 2 years (required)
Work Location: In person
