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Administrative Assistant/ Assistant(E)

3 months ago

Ottawa, Ontario, Canada Ottawa Salus Full time

  • La version française suit.

Job Title:
Administrative Assistant

Number of position(s): One (1)

Job Type:
Permanent Full Time Unionized position (35 Hours/Week: Monday to Friday)

Language:
Full proficiency in English (Bilingualism is considered an asset)

Date of Posting:
August 1,2023

Date of Closing:
Internal August 8, 2023 (as per the CA). External August 15, 2023

Start date:
As soon as possible

Reports to:
Office Manager

JOB SUMMARY

The Administrative Assistant will work as part of the administrative team, sharing reception duties alongside another administrative assistant, with the responsibility to assist the Management Team by providing coordination activities, logístical and clerical support.

Promote Ottawa Salus and its mission by being aware of, and sensitive to, our clientele's needs, rights, and concerns.

Areas of responsibility for this position include, but are not limited to, the following:

RESPONSIBILITIES
Reception Duties

  • Maintains a float to collect rents and activity fees from clients and issues receipts.
  • Performs general reception duties including telephone, greeting visitors, taking messages, taking rents and issuing receipts.
  • Reports staff absences to managers and accounting; cancelling appointments if required.
  • Maintains the cleanliness of common areas including the kitchen, boardrooms, waiting room, computer room etc.
  • Performs daily opening and closing procedures of the office.
  • Set up phone extensions and voice mailboxes.
  • Maintains and purchases grocery and cleaning supplies.
Document Production/Staff Support

  • Prepares and designs documents, letters, memos, reports, staff ID's, etc.
  • Uses advanced features of word processing, database, spreadsheet, and presentation software (e.g. mail merge, tables, macro functions, template design, etc.)
  • Updates Salus website.
Equipment Purchase and Maintenance

  • Assists in purchasing or upgrading office equipment and keeps inventory.
  • Monitors functioning of all office equipment. (Photocopier, fax machine, shredder, etc.)
  • Postage meter: setup and maintenance.
  • Security surveillance system maintenance and footage review as necessary.
Shared Property Management Support

  • Maintains a log of reported maintenance repairs. Distinguished between emergency and nonemergency repairs, and reports emergency calls to the maintenance staff.
  • Maintains a log of meeting room use and coordinates the meeting room setup with onsite maintenance staff.
  • Coordinates transition of maintenance/manager oncall coverage.
  • Coordinates and documents monthly fire/annual fire alarm testing.
  • Coordinates annual A/C installations, including scheduling of work and tenant payment plans.
  • Coordinates and documents replacement key/key fob replacements for tenants.
  • Maintains and monitors monthly utility log.
Shared Housing Support

  • Maintains familiarity with Ottawa Salus housing criteria and capacity.
  • Distributes updated tenant list to reception, bookkeeper, property manager, oncall managers. Fisher oncall and the housing coordinator.
  • Maintains resident housing list.
Shared General Office Duties

  • Keeps forms/brochures stocked in waiting room, general area and team rooms (Fax Transmittal forms, Request for Funds forms, Application forms, etc.)
  • Orders office supplies and maintains inventory for Head Office and Remote Sites (paper, toner, printer cartridges, envelopes, letterhead, envelopes, furniture, etc.)
  • Recommends needed purchases to Office Manager.
  • Maintains the office filing system (both electronic and paper files).
  • Assists staff who are having problems using office equipment, computer hardware and software, fax machine, photocopier, etc.
  • Maintains weekly schedules.
  • Posts outgoing mail daily (including courier as needed); collects, dates and distributes mail and faxes.
  • Updates and distributes staff directory.
  • Prepares boardroom, provides refreshments, and orders food for meetings as required.
  • Other duties assigned to the admin staff as required by managers.

QUALIFICATIONS

  • High School Diploma or equivalent plus formal administrative training
  • Administrative experience in an office setting
  • Knowledge of computer systems
  • Proficiency in various computer software programs
  • Familiarity and comfort with Salus' clientele

LANGUAGE REQUIREMENT

  • English is required, French Bilingualism is considered an asset.

PRE HIRING REQUIREMENTS

  • Academic Certificates
  • Criminal reference check
  • Eligible to work in Canada

KNOWLEDGE

  • Knowledge and experience with common office equipment (e.g. multiple phone lines, fax machines, photocopiers, postage meters, etc.)
  • Knowledge of professional reception and courteous customer service practices.
  • Knowledge of office suite products (Microsoft Office, Zoom, WordPress, OneDrive), database software essential (construction and management), and Microsoft Windows latest version.

SKILLS

  • Excellent communication, pub