Administrative Assistant

3 weeks ago

Winnipeg, Canada Healthy Start for Mom & Me Full time

Application must include:

- **resume and cover letter** describing why you think you would be a good fit for our organization

**Administrative Assistant**
Healthy Start is a non-profit organization and we seek a mature, organized, friendly and caring person as an administrative assistant for our pregnancy and parenting community outreach program. Operating group sessions from multiple locations including one for newcomers-to-Canada, the program reaches out to pregnant and parenting families who may live on low incomes or experience isolation.
The Administrative Assistant, will have experience in Microsoft Office on a Windows platform. They will be energetic, self motivated and willing to identify and respond to the needs of program participants and staff members. The position formally reports to the Executive Director, but is also accountable to the Data & Office Manager in day-to
- day matters concerning the office. Responsibilities of the position include:
**Reception**
- Ensuring that phone inquiries are handled warmly and referred appropriately.
- Receiving new participant intake information and distributing to appropriate outreach staff.
- Answering door, unpacking and putting away stationary supplies, groceries and donations.
- Ensuring coverage if away from the phone and door.

**Office upkeep**
- Maintaining office supply cabinets and placing office supply and program form orders.
- Collecting and distributing mail in a timely fashion.
- Filing.
- Distributing and balancing petty cash, meal bag funds, ensuring appropriate control and security.
- Coordinating distribution related to poster series.
- Responsibility for ensuring fax machine, photocopier serviced as needed.
- Providing clerical support for staff, such as copying, typing, faxing
- Ensure drop-in site needs are met, preparation and distribution of schedules.
- Overseeing milk coupon distribution & record-keeping on paper and spreadsheet.
- Maintaining various databases, including: team members, colleagues and donors.
- Anticipating and responding to staff and office needs of the organization.

**Preparation and management of documents**
- Formatting and typing various documents including letters, recipes, posters and forms.
- Maintaining program resources and updating site information / schedules.
- Recording staff meeting minutes.
- Assisting with maintenance of participant filing system.

**Other projects and duties as assigned.**

**Working conditions**
- Open area office space
- Friendly and supportive environment
- High level of reliability and initiative standards of individual staff members expected
- Parking may be available
- Daytime, 7.75 hour per day, including 45-minute lunch (unpaid)
- 3 weeks annual vacation in first five years; AND, paid time at Christmas - Christmas Eve to New Year's Day - with eligibility.
- If over-time hours are needed (rare), compensatory time is given (no over-time pay)
- Group benefits package: cost sharing health & dental; employee pays LTD; employer pays Life/AD&D
- Retirement contribution is made, but no pension plan. Healthy Start pays (contributes) 3 1/2% of wages with each pay, after probation
- Variety and repetition of tasks

**Other requirements**
- Satisfactory criminal record and child abuse registry checks
- Physical well-being to do the physical requirements of the job such as carrying supplies, lifting, setting up chairs, etc.

Pay: $34,600.00-$35,200.00 per year

**Benefits**:

- Casual dress
- Dental care
- Extended health care

Schedule:

- 8 hour shift
- Day shift

Ability to commute/relocate:

- Winnipeg, MB: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

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