Administrative Support Agent – Class I

3 weeks ago

Gatineau QC GR, Outaouais, Canada Cégep Héritage College Full time
ROLE SUMMARY:
The principal and customary work of the employee in this employment class consists in receiving and forwarding telephone calls and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.

DUTIES:
  • Print, scan and photocopy work submitted by professors, and occasionally, other departments including administration.
  • Print, photocopy and bind manuals.
  • Receive and forward incoming telephone calls.
  • Provide assistance with the digitizing documents, converting from or to PDF and making them interactive.
  • Provide assistance with the communication of special events through digital displays and Omnivox.
  • Establish long distance calls.
  • Order office supplies.
  • Maintain photocopiers, and advise Xerox/Ricoh companies when repairs are required.
  • Ensure that a sufficient supply of paper, staples, etc. is available to employees using photocopiers.
  • Maintain fax machine, distribute faxes received and order paper for machine.
  • Receive and distribute mail, weigh (when necessary) and affix correct postage on outgoing mail.
  • Receive deliveries from outside courier companies.
  • Receive, stamp and distribute student assignments.
  • Direct visitors and students to respective offices and provide necessary information.
  • Periodically verify balance in postage meter and requisition money for meter as necessary.
  • Assign mailboxes to new professors according to a list supplied.
  • Keep an up-to-date filing system as per the College’s classification system.
  • Keep an up-to-date inventory of office supplies.
  • Report any building related problems to Building Services.
  • Follow specific procedures in case of an emergency.
  • Apply guidelines and procedures/policies related to the service (i.e. visitor guidelines, first aid procedures, etc.).
  • May be asked to take part in College-wide activities.
  • Assist in handling calls related to deliveries (back-up).
  • Use and provide assistance with the use of the PA system when needed.
  • Use different communication tools to help disseminate some information at the college (i.e. use of Omnivox, TV sets, etc.).
  • Provide assistance with the use of college emergency procedures (first aid, evacuation, etc.)
  • Provide assistance to Human Resources when required.
  • If need be, perform any other related tasks.
MINIMUM QUALIFICATIONS REQUIRED:
  • Must have a secondary school diploma (DES) in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.
  • Must have at least one (1) year of pertinent experience.
  • Must possess very good communication skills in English and in French (oral, written and comprehension).
  • Experience as a user with Microsoft Office, Teams and Outlook is essential.
  • Must like working in high complexity fast pace environment.
  • Must have the ability to work in a sometimes-ambiguous environment.
ADDITIONAL QUALIFICATIONS:
  • Must possess excellent communication, organizational and interpersonal skills.
  • Must have excellent analytical and problem-solving skills.
  • Must be diligent, dynamic, creative and detail oriented.
  • Must be able to work independently with minimal supervision, and have the ability to work as part of a team.
  • Must be able to work effectively with respect to deadlines and produce accurate results.
  • Must be flexible and able to adapt quickly to different situations.
  • Must have excellent customer service skills.
  • Must have a strong work ethic and exercise discretion.
SALARY RANGE (PER HOUR):
22.36$ - 25.00$

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