Office Assistant - Toronto, Canada - Ontario Federation of Indigenous Friendship Centres

Ontario Federation of Indigenous Friendship Centres

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Objective:

To provide front-office administrative and reception duties including accurate mail processing, reception duties and office administrative support to ensure efficient day-to-day office operations.

Key Deliverables:

Ensuring that the office activities, events and daytoday administrations are facilitated efficiently and in a timely manner.

Key Responsibilities:

Office Administration (45%):

Maintains an accurate uptodate file of addresses for Friendship Centres;
Process administrative functions of Accounts Receivable process with OFIFC Finance workgroup;
Maintains OFIFC public folder (includes responding to and directing website inquiries);
Creates and maintains monthly Staff calendars and daily employee attendance tracking sheet;
Updates and distributes internal staff list and employee extension list;
Prepares monthly staff meeting minutes;
Orders and maintains office supplies (including inventory control);
Participates in new hire orientation; and
Provides general administrative support such as researching and obtaining quotes for office requirements, as requested;

Reception (20%):

Meets all aspects of reception duties which include telephone answering, greeting visitors and directing the same to appropriate personnel;
Maintains reception area and its bulletin board;
Maintains employee absence tracker and submits weekly to Human Resources;

Mail Requirements (15%):

Receives, processes, sorts, logs, and distributes all incoming mail/courier items;
Scans and files mail appropriately in accordance with OFIFC's Records Management program;
Maintains mail folders within Outlook;
Processes mailing requests and assists with mass mailings;
Maintains Postage Machine fund and reconciliation;
Tracks return mail and updates address databases; and
Problem solves and researches for any cases of missing documents, shipments, and deliveries;

Education/Work Experience:

High school diploma/GED
Minimum 1year experience in a Receptionist and/or Administrative role

Behavioural Competencies:

Attention to detail
Reliability / Dependability
Managing multiple priorities
Proactive & Takes Initiative
Planning & Organizing
Effective Team Player

Technical Competencies:

Knowledge of administrative and clerical processes
Ability to work a switchboard
Proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.)
Proficiency with office equipment (multifunction printer/scanner, postage machine, cheque scanner, etc.)

What we offer:

Culturebased organization
Competitive salary
Comprehensive Health benefits after probationary period

Virtual first

Hybrid working model
Number of vacancies: 2 people for this position

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.

Preference will be given to qualified Turtle Island Indigenous people or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA).

Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Benefits: