Administrative Assistant I, Meals On Wheels

3 months ago

Truro, Canada VON Canada (Nova Scotia) Full time

**Requisition Details**:
Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Meals on Wheels
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 Meals on Wheels team and other team members in the office by collecting and responding to incoming client frozen meal orders, creating and formatting documents related to the ordering and distribution of meals, and other related job functions.

This position has physical components, including lifting, unpacking, and repacking frozen meals for client distribution.

May occasionally require delivery of meals in community.

**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.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Prepares all general correspondences, memos, forms, brochures, invitations, reports and other documents as required.
- Assists in the production of materials for delivery service (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
- Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
- Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
- Orders supplies, receives and maintains an inventory of required supplies
- Performs other duties as assigned.

**External and Internal Relationships**:

- Communicates regularly and follow up with team members and managers.

**Education, Designations and Experience**:

- Post-secondary education in office administration, office information technology or a related field or related relevant experience
- 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 multi-task
- 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**:

- Criminal records and vulnerable sector check
- The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

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