Administrative Assistant

2 months ago

Thunder Bay, Canada Thunder Bay Literacy Group Full time

**Purpose**:To provide reception service to learners, volunteers and the public

To provide administrative support as directed by the Executive Director or

Program Director

To provide administrative support to the Board of Directors

**Location**:Program office/other

**Hours**:Monday to Thursday, 8:45 AM - 4:15 PM, with a 30-minute unpaid lunch break. Total of 28 hours per week, typically 40-42 weeks per year. This is an annual contract position. Additionally, attendance at one evening board meeting per month is required.

**Pay**: $21/hour plus benefits

**Application Deadline**: Wednesday, October 2, 2024

**Anticipated Start Date**: November 12, 2024

**Note**: Only those selected for an interview will be contacted.

**Responsibilities**:
**Provide reception service to learners, volunteers and the public**:

- Respond to telephone, in person or electronic enquiries and/or requests in a professional and courteous manner
- Direct inquiries to appropriate staff members
- Schedule appointments
- Responsible for computer intake including initial assessment

**Provide other administrative support as directed by the Executive Director or Program Director**:

- Set up and maintain manual and electronic information filing systems
- Determine, establish, and record some office procedures
- Prepare, edit, photocopy, collate, and proofread documents or forms for distribution, mailing and filing
- Process incoming and outgoing mail, manually or electronically
- Liaise on behalf of TBLG with landlord, cleaning contractor, and suppliers of products and services
- Coordinate pizza day and staff/board Christmas party
- Manage library database and circulation
- Manage front desk petty cash fund and TBLG credit card
- Research products and services and make recommendations to Executive Director
- Purchase supplies as required
- Assist with payroll administration
- Record employee sick leave
- Assist with processing accounts payable
- Maintain purchase order database
- Calculate and distribute training support payments
- Prepare and deliver bank deposits as needed
- Maintain telephone system
- Provide initial trouble-shooting for computers, phone system, photocopier, projector, cameras, webcams, internet and network access
- Service office and classroom equipment and arrange for servicing in the case of major repairs
- Install/update software as needed
- Test panic button system
- Train staff in technical procedures and in use of software

**Provide administrative support to the Board of Directors**:

- Make arrangements for board meetings
- Prepare agendas and board information packages
- Ensure the timely distribution of material to the Board
- Update board policy manual
- Record policy review, and board/Executive Director policy compliance
- Record and prepare minutes of meetings and other board activities

**Qualifications**:

- Experience relevant to the position
- Advanced computer skills
- Ability to prioritize, multi-task, and adapt to on-going change
- Excellent organizational skills
- Excellent ability to follow instructions and meet deadlines
- Possess strong attention to detail
- Ability and desire to work with a diverse group of people
- Ability to work independently and as part of a team
- Excellent time-management, interpersonal, oral and written communication skills

**Asset**:

- Vehicle and valid driver’s license

**Job Type**: Part-time

Pay: From $21.00 per hour

Expected hours: 28 per week

Work Location: In person

Application deadline: 2024-10-02

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