Administrative Assistant, Smart Program - Owen Sound, Canada - VON Canada (Ontario)

VON Canada (Ontario)

Verified Company

Owen Sound, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

Requisition Details:

Employment Status:
Regular, Full Time (1.0 FTE)

Program Name:

SMART
Number of Hours Bi-Weekly: 75

Work Schedule:
Days

On-Call:
No

Job Summary:

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public.

The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, data entry and reporting and other related job functions.

Key Responsibilities:

Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
Responds to messages from the answering service as required.
Greets and directs all inoffice visitors and incoming calls.
Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
Responsible for the mail pickup and drop off.
Answers general inquiries regarding the VON organization with informed and satisfactory responses.
Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
Schedules and organizes meetings and appointments as requested.
Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.
Updates policies/procedures and manuals as required.
Inputs relevant /information, statistics and data as directed for the efficient operation of the function and retrieves data reports.
Prepares and reviews invoices for accuracy prior to payment.
Orders supplies, receives and maintains an inventory of required supplies.
Collaborates with teams for to organize logistics for special projects, events and seminars.
Performs other duties as assigned.

Common Responsibilities

Promotes the goals and values of VON and their role as an integrated community care provider
Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
Abides by all VON policies and work practices
Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role
Works in collaboration with other staff in a team approach to service delivery

External and Internal Relationships:

Communicates regularly and follow up with employees, managers and corporate services staff.
Communicates with the public contacting VON.

Education, Designations and Experience:

Postsecondary education in office administration, office information technology or a related field or related relevant experience
Customer service training an asset
Proficiency in Windows OS and MS Office Suite programs
Experience with scheduling software and Cognos is considered an asset
Experience with a unionized environment is considered an asset.

Skill Requirements:

Excellent oral and written communication skills
Strong organizational skills with an ability to prioritize and multitask
Excellent customer service skills
High level of accuracy and attention to detail
Able to work both independently and within a team
Ability to maintain confidentiality at all times

Other Requirements

A current and original copy of a satisfactory Criminal Records Check required
A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities:

Attention to detail; Lift and carry using appropriate lifting techniques; Bend, push, pull, grip, reach, kneel, crouch using good body mechanics; Walk, sit, stand, climb stairs; Hand movements.