Administrative Assistant

2 weeks ago

Northwestern Ontario, Canada Anishinabek Employment & Training Services Full time

This position is Monday to Friday, 9:00am to 5:00pm with 35 hour work weeks. This contract is for 8 weeks starting on June 24, 2024 to August 16, 2024.

To be eligible to participate in the Canada Summer Jobs program, applicants must meet the eligibility criteria including (but not limited to):

  • Be between the age of 15-30.
  • Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of employment.
  • Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

YES Employment Services is a non-profit, community-based organization with a long history providing employment services in Thunder Bay, Nipigon, Red Rock and surrounding areas. We work with individuals of all ages and diverse backgrounds to develop skills to achieve success in attaining their Employment goals. YES Employment works collaboratively with our clients to help them reach their goals in a meaningful way and provides services in line with our organizational values. We believe that everyone who wants to work, deserves to work, and we can help.

Summary: Under the supervision of the Service Delivery Manager, the Summer Student – Administrative Assistant is an integral part of the team. It is imperative that each client is greeted by a friendly and knowledgeable Administrative Assistant. The Administrative Assistant’s duties include offering administrative support across the organization and coordinating the front-desk activities including setting up clients on computers and redirecting phone calls. The incumbent must have the ability to work in a dynamic programming / service delivery environment.

MAJOR TASKS WILL INCLUDE BUT NOT BE LIMITED TO THE FOLLOWING:

  • Reception duties, including answering phones, greeting, and directing walk-in clients.
  • Reminder/follow-up calls to clients.
  • Maintaining confidential client records.
  • Excellent written and oral communication skills.
  • Excellent planning, organization, problem-solving, decision-making and liaison skills.
  • Reporting on ongoing activities.
  • Assist with research projects.
  • Database management in CATS
  • Researching pathways that promote inclusivity within the agency.
  • Update the internal database CATS system.
  • Support units when staff are absent, such as during vacation.
  • Updating and maintaining employer files
  • Contact employers
  • Assisting with the pick-up of placement claims

Programming

  • Thorough knowledge of program guidelines.
  • Participate in strategic planning process.
  • Participate in unit meetings/ YES staff meetings if applicable.

Required Skills

  • Ability to handle and de-escalate demanding / irate clients.
  • Ability to manage competing deadlines, multiple demands, noise, distractions/interruptions, and lack of privacy while completing daily tasks.

Other duties as assigned by the Leadership Team.

Qualifications: Minimum grade 12 completion. Current post-secondary student returning to their studies in the next school year. Post-secondary education in office administration is an asset. Exceptional oral and written communication skills with appropriate sensitivity to the client group. Strong interpersonal skills. Excellent attention to detail and organization skills. Proficiency with MS Office and office equipment. Professionalism and respect of confidentiality is essential.

Disclaimer : Job Descriptions are not all-inclusive. This Job Description describes the general nature and level of work being performed by employees assigned to this position. Employees may perform other related duties and tasks as required to meet the needs of the operation.

YES Employment Services is an equal opportunity employer and provides accommodation for job applicants in accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA).

Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process. To make a request, please contact YES.

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