Office Assistant
2 weeks ago
Location: Prince Albert, SK
Position: Part-time Permanent
Posting Closing Date: May 31, 2023
The Office Assistant provides administrative support to management by generating and distributing correspondence, managing training invitations, bookings and tracking. The Office Assistant manages the filing system including; filing, tracking files, and archiving. The Office Assistant is responsible for inputting, modifying, and retrieving data from various sources.
**Qualifications**
**Education and Professional Certification**
- Certificate or diploma in office administration or a related field of study.
**Experience**
- Minimum one (1) year of experience working in an office environment.
- Experience working on computers with software packages including; Excel, Word, and Outlook.
- Experience working with various databases.
**Skills and Characteristics**
- Ability to complete tasks independently and efficiently.
- Ability to work collaboratively in a team environment.
- Strong interpersonal skills with the ability to form professional working alliances.
- Strong written and oral communication skills.
- Ability to adapt to new situations.
- Effective time management and organizational skills with the ability to prioritize.
- High attention to detail.
- Understands budget and allocation of resources.
- Emotional competence and self awareness.
- Strong problem solving and decision-making skills.
- Open to continuous education and learning and development opportunities.
- Proficient computer skills.
**Duties and Responsibilities**
**Services**
- Answer and direct calls on main switchboard.
- Process incoming and outgoing mail
- Books facilities and meals for agency training.
- Responsible for sending and updating agency training Outlook invitations.
- Assists Group Living/Supported Living Directors with administrative duties relating to large meetings and/or workshops.
- Prepare and maintain participant files.
- Manage participant filing system including; filing, tracking files, and archiving.
- Enter and update participant information, including processing, tracking, and recording referral memos, admissions, transfers, discharges, and reporting in applicable databases
- Obtain authorization for purchase orders and invoices. Process, distribute, and track purchase orders and forward to accounting or external providers.
- Develop, maintain, and update documentation and correspondence such as; reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
- Distribute agency reports, forms, and correspondence to the appropriate person, department, or external stakeholders.
- Ensure the reception and kitchen areas are tidy and presentable.
- Perform other related duties as assigned.
**Leadership**
- Provide leadership and training to new employees.
- Display positive role modelling, agency values, and fairness.
- Ensure policies, procedures, and agency standards are being met.
**Management of Resources**
- Maintain office supply inventory and order office supplies as needed. Submit receipts and reconcile expenses for office supplies.
- Ensure maintenance of office equipment and arrange for repairs and service as required.
- Facilitate the collection of budget projections and monthly budget reconciliations and forward to accounting.
**Safety**
- Maintain, promote, and reinforce safe work habits, practices, and procedures.
- Adhere to written or verbal agency and government regulations, policies, practices, and instructions.
**Additional Requirements**
The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines.
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