Administrative Assistant

4 weeks ago

Mississauga, Canada Indus Community Services Full time

Job Position: Administrative Assistant - Operations
Department: Operations
Status: Full-Time - 35 hours per week
Location: Mississauga, with local travel
Compensation: 25.00 per hour plus benefits

Indus Community Services is an accredited, not-for-profit community benefit organization that has served local communities for over three decades. We are a registered charity, supported by our donors and by all three levels of government. Through our professional staff, we are a leader in the provision of culturally responsive services to newcomers, families, women & seniors.

**Vision**:
To be leaders in building strong and inclusive communities.

**Mission**:
We are a community benefit organization focused on building resilient and healthy communities by offering person-centered, anti-oppressive programs and services.

**Position Summary**:
Under the general guidance of the Manager - Facilities & IT, the incumbent will be responsible for an array of administrative functions along with purchasing, inventory, asset and database management and support. The person in this position must be detail-oriented, organized, flexible and able to work independently and efficiently within a fast-paced, demanding environment. Considerable discretion, judgment and initiative are required in organizing routines and handling confidential material.

**Responsibilities and Duties: (but not limited to)**:

- Provide a high level of senior administrative support through research, development and preparation of correspondence, presentations, and reports.
- Assist with the coordination office space management, renovations/capital projects, allocation of furniture and equipment and all worksite move activities.
- Manage the purchasing process including vendor sourcing and selection, budgeting, price negotiation, order placing, and delivery monitoring.
- Liaise with external maintenance contractors to ensure all repairs, maintenance/repair requests, and renovations projects are completed in a timely manner and within budget.
- Ensure facilities and IT repair and purchase requests are completed in a timely manner.
- Develop and maintain vendor, inventory and asset records and tracking databases.
- Manage and organize inventories promptly, and ensure information accuracy.
- Conduct and manage the annual organization-wide inventory process.
- Contact suppliers/vendors to schedule deliveries, resolve shortages, missed deliveries and other issues.
- Complete and verify invoices for all purchase requisitions for supplies, furniture, equipment and signage.
- Arrange for storage and disposal of surplus/outdated assets and confidential shredding as required and at least annually.
- Coordinate office equipment (fax, printer, photocopier) contracts and escalate service calls as required.
- Responsible for Client Database Administration:

- Monitor, manage and maintain the Caseworks database.
- Ensure that the database structure is secure.
- Effectively make requested changes, updates and modifications to the database within agency guidelines.
- Ensure database security, integrity, stability and system availability and maintain database backup and recovery infrastructure.
- Participate in the agency’s bingo fundraising initiative.
- Perform other duties as required.

**Qualifications and Skills**:

- Post-secondary education in an administrative or business-related discipline plus minimum of 3 - 5 years’ experience or equivalent in education/experience required.
- Comprehensive knowledge of organizational/office practices, procedures, and standards.
- Experience in and a strong understanding of database administration, structure, configuration and installation/updates.
- Knowledge and experience with CaseWORKS Integrated Caseload Management Software an asset.
- Experience working in the non-profit &/or registered charity sector would be an asset.
- Comfortable with ambiguity; proactive; excellent interpersonal and organizational skills.
- Strong attention to detail and flexible to deal with changing demands of the job
- Organize and prioritize work effectively, with the ability to work independently with minimum supervision and work effectively in a team setting.
- Exceptional communicator - both written and oral communication skills are key.
- Strong service orientation and demonstrated ability to exercise tact, discretion, confidentiality and diplomacy.
- Computer proficiency in MS Office Suite and the internet and experience using a database system.
- Ability to work in a culturally diverse environment and a strong understanding of inclusive and equitable service.
- Ability to work flexible hours including evenings, weekends and to work from any one of Indus’ sites.
- Ability to work flexible hours including evenings, weekends and to work from any Indus work-site.
- Valid Driver’s License with own transportation is required.
- It is a condition of employment that employees provide proof that they are fully vaccinated against COVID-19 prio

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