Permanent Full Time Administrative Assistant

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