Administrative Assistant
5 months ago
Cecil Community Centre is a not-for-profit, multi-service neighbourhood centre that offers a broad range of recreational, educational, social, cultural, and capacity-building programs to area residents. For 40 years, the Centre has played a vital role in the lives of community members of all ages. Our centre provides programs and services for children, youth, adults and seniors.
We are seeking a dynamic and engaging person to be the first point of contact for the centre for the position of Administrative Assistant. Plays a key role in streamlining the Centre’s workflow as the link between various departments, employees, and external stakeholders. The Administrative Assistant provides administrative support to Cecil staff, assists program users, maintains the membership database, social media accounts, and collects and compiles statistical data on Centre attendance/usage.
Reporting to the Director, Finance and Operations, and working with other Cecil Centre staff, the Admin Assistant coordinates, oversees, and performs a wide variety of administrative, secretarial, and program support activities on behalf of management and staff at the Centre. The Admin Assistant serves as the primary point of operational and administrative contact for internal and external stakeholders, and members entering the Centre, answers the telephone, directs calls and provides information as required. Provides event rental information, tours of Cecil Community Centre, and distribution of harm reduction kits. Responsible for maintaining databases, creating reports and assisting with the financial recording and reporting of the Centre. Analyzes and improves office processes and practices, and ensures that the front desk operates smoothly.
Education and Experience:
**Qualifications**:
- Post-secondary academic background in Office Administration or combination of education and experience
**Experience**:
- Minimum 3 years of experience in administrative support roles
- Experience working with diverse and marginalized populations
**Required Knowledge**:
- Knowledgeable about community/social issues and community resources
- Familiarity with, and sensitivity to, diversity and inclusion in the workplace and in society;
**Required Skills**:
- Ability to establish priorities, work independently, and proceed with objectives without supervision
- Ability to engage with community member with empathy, high energy and a positive attitude
- Exceptional verbal and written communication skills as well as exceptional interpersonal skills;
- Intermediate PC skills: MS Office Suite, including Outlook, Word, Excel and PowerPoint, plus ability to do basic research on the internet.
**Responsibilities**
- Serves visitors by greeting, welcoming and directing them, notifying centre staff of visitors’ arrival. Answers and routes telephone calls, responds to inquiries from the public, and takes messages.
- Maintains up to date Front Desk Operating Manual ensuring accurate Centre information to ensure easy access to information for referral purposes.
- Ensures first aid supplies and equipment (AED) are stocked and in proper working order, ensures compliance with relevant legislation.
- Distributes Harm Reduction kits in accordance with the Cecil Centre Harm Reduction Policy and Process.
- Prepares, receives, and sends out mail, couriered materials, and other deliveries (e.g. party rentals, supplies and equipment).
- Monitors the public access computers in the Community Access Hub, maintains security monitors, and controls access to all areas within the centre.
- Maintains and records daily use of photocopier and prepares monthly summary.
- Develops and maintains up to date knowledge of Centre’s programs, services, and special events.
- Implement administrative systems and procedures, monitoring administrative projects, and maintaining the community information system.
- Processes front desk cash transactions: Keeps record of all payments made through front desk and assist with reconciliations as needed. Accepts, and processes donations to Cecil Community Centre through existing practice.
- Maintains an efficient manual and computer filing system.
- Ensure that the Centre’s internal and external bulletin boards, and electronic public information system displays current information and are kept clean and neat.
- Assist CecilVenues in the allocation and scheduling of Cecil Community Centre rooms, and equipment. Provides tours and information to potential CecilVenues clients and User Groups.
- Liaison for all Cecil Community Centre user groups.
- Supports the Director, Programs and Community Services and Director, Strategic Initiatives by responding to questions from the public, program and service users, and other individuals about the Centre’s work.
- Prepares, and prints routine correspondence, promotional materials, signage, and other documents.
- Other related duties as assigned
**Hours and Wages: $25.35 (City of Toronto Wage Grade 8 CUPE
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