Administrative Assistant
4 weeks ago
**Organizational Summary**:
Options Bytown is a non profit organization committed to preventing and ending homelessness in Ottawa. Our focus is helping people to get out of shelters, off streets and into stable, permanent housing with access to wrap around supports.
**Job Summary**:
The Administrative Assistant provides administrative and human resources support to the Human Resources Officer and the Finance Officer. This position is a part of the management team and will manage the general tenancy administration, human resource administration, and other general administrative duties as required.
**Finance and general administration**:
- Manage, monitor and record tenant rents including accurate recording of rent amounts
- Maintain an up-to date record of all tenant arrears
- Ensure consistent communication with the Manager of Supportive Housing on rent arrears
- Record and process tenant honorarium payments
- Develop and manage an internal procurement process with routine purchases as required
- Point of contact for room booking for all members of the management team
- Ensure all staff lists are updated monthly
- Perform I.T. related administration
- Manage staff mileage expenses ensuring mileage is paid out in a timely manner
- Ensure server backup is completed daily
- Act as a point of contact for general inquiries from the public, forwarding to the appropriate person as required
- Is on the Management On-Call Roster
**Human Resources**:
- Support recruitment processes including posting job vacancies, scheduling interviews, performing reference requests, and notifying applicants of decisions
- Perform initial applicant screening under the guidance of the Human Resources Officer
- Supports the Human Resources Officer in volunteer recruitment and volunteer program management
- Book trainings under guidance of the Human Resources Officer
- Maintain an up-to date police record check database and communicating with staff who require recertification’s
- Ensure employee information on HRIS is updated and communicate with staff in regards to missing information
- Supports the Human Resources Officer on coordinating all staff events including tracking attendance responses
- On-board new employees into employer offered benefits program
**Salary**: $60,000.00 per year
**Benefits**:
- Dental care
- Employee assistance program
- Life insurance
- Paid time off
- Vision care
Schedule:
- 8 hour shift
- Monday to Friday
Ability to commute/relocate:
- Ottawa, ON: reliably commute or plan to relocate before starting work (required)
**Education**:
- Secondary School (required)
**Experience**:
- Administrative experience: 2 years (required)
- expense management and procurement: 1 year (preferred)
Shift availability:
- Day Shift (preferred)
Work Location: In person
Application deadline: 2023-06-19
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