Administrative Assistant I, Supply Clerk

3 months ago

Amherst, Canada VON Canada (Nova Scotia) Full time

**Requisition Details**:
Employment Status: Regular, Part-time (0.7 FTE)
Program Name: Supply Clerk 1
Number of Hours Bi-Weekly:52.5
Work Schedule: Days
On Call: No

**Job Summary**:
The Administrative Assistant - Supply Room is responsible for maintaining and tracking inventory, ordering, receiving and delivery of medical supplies to assist VON in providing quality service to clients. This position acts as a resource for Service Providers at the site by preparing medical supplies for shipment that are required for clients. The supply clerk is also responsible for tracking and cleaning medical equipment as well as all required administrative duties

**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.
- Greets and directs all in-office visitors and in-coming calls.
- Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
- Responsible for the mail pick-up and drop off.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
- Schedules and organizes meetings and appointments as requested.
- Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
- Assists in the production of newsletters (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.
- Updates policies/procedures and manuals as required.
- 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.
- Collaborates with teams for to organize logistics for special projects, events and seminars.
- Receives and receipts donation, and bill payments.
- Prepares bank deposits.
- Performs other duties as assigned.

**External and Internal Relationships**:

- Communicates regularly and follow up with employees, managers and corporate services staff.

**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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