Office Administrator

3 weeks ago

Ottawa, Canada Nelson House of Ottawa Carleton Full time

**About us**

**Nelson House provides shelter to women and children fleeing violence, we also operate a 24 hour crisis line, offer transitional support, childrens programming, advocacy, resources and support for the VAW sector.**

**We are guided by**:
**Accountability**: Acknowledging and assuming responsibility for words, actions and decisions. Nelson House is accountable to our clients, each other, community partners, funders, donors and the community in general.

**Diversity**: Including and celebrating individuals of all races, sexual orientations, religions, mental health status, abilities, genders (anyone who identifies as a woman), origins, and class.

**Empowerment**: Supporting women in making their own choices based on their unique situations, strengths, needs and beliefs.

**Integrity**: Acting ethically, with honesty and fairness.

**Respect**: Honouring the unique abilities, skills, individuality and choices of clients, staff, volunteers, and community partners.

**Commitment**: Providing quality service, advocacy, adherence to our core values and mission. Striving to end violence against women and children.

**Collaboration**: Collaborating with clients, staff, community partners, and all levels of government to improve the lives of women fleeing abuse and to work together towards ending violence against women and children.

**Safety**: Supporting the physical, emotional and mental health and safety of clients, staff, and volunteers

The Office Administrator is responsible for organizing and coordinating office operations and procedures in order to ensure staff are supported and the Nelson House office runs efficiently and smoothly thereby supporting organizational effectiveness and efficiency.

In addition to maintaining office records, providing administrative support, overseeing and implementing administrative procedures, reviewing administrative operations, coordinating service contracts, coordinating payroll processing and managing supplies; the Office Administrator’s daily tasks will involve, clerical/office duties, expense tracking, daily communication, oversee house maintenance and overseeing weekly donations of items to the shelter, issue acknowledgements and tax receipts for fundraising and donations.

**Requirements**:
Vulnerable Sector Police Record’s Check required.

Must be fully vaccinated against COVID.

College degree in a related discipline or equivalent Community College accreditation.

Minimum 3 years experience in an administrative position.

Experience working with a non-profit organization is preferable.

Strong attention to detail and strong written skills.

Ability to manage a variety of tasks and sometimes competing deadlines.

Microsoft office suite experience

Database management

Experience in a unionized environment is considered an asset.

**Closing Date**: once filled

**Start date**: as soon as possible

Please send your resume including cover letter in confidence to:
Christy Savage

Executive Director

Nelson House of Ottawa Carleton

We are committed to diversity and inclusion and in keeping with this principle, we encourage Indigenous women, immigrant women, women of colour, women with disabilities, lesbians and trans* people to apply.

*Trans people are all people who identify as trans, non-binary, gender fluid and gender non-conforming.

**Office Administrator Job Description**

**Administration**
- Manage business phone: answer and take messages and follow up where appropriate; verify telephone use and set controls for payments.
- Organize office space and ensure information is available and accessible in a timely fashion.
- Ensure all records and documentation are maintained, and updated where necessary, in an organized and secured filing system.
- Prepare reports, resource information, forms, minutes, and letters as required.
- Ensure contracts, agreements and warranties with sponsored groups/companies/individuals are honoured, renewed, and maintained property.
- With the E.D., ensure all documents related to the corporation and house are filed and secured.
- Prepare and maintain mailing and phone lists of staff, Board and membership.

**House Maintenance**
- Review supply requisitions and purchase items required for daily operations as per spending policies and with ED approval.
- In cooperation with the Maintenance Worker, support and maintain systems for addressing maintenance of the house and grounds.
- Maintain accurate and updated files on all major house equipment to include contracts, warranties, service contracts and contact person.
- Maintain office equipment.
- Coordinate weekly grocery list and purchase supplies as needed.

**Financial**
- Reconcile Petty Cash, balance and monitor petty cash following established controls for its use.
- Reconcile credit card expenses each month.
- Process and file invoices.
- Support bookkeeping and budgeting services.
- Establish and maintain a system for managing receipts for easy reference.
- Ensure

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