Administrative Assistant I

**Requisition Details**:
Employment Status: Regular, Full Time (1.0 FTE)
Program Name: SMILE
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On Call: No

**Job Summary**:
The Administrative Assistant I is responsible for administrative support functions to assist VON in
providing quality service to the public. The position acts as a resource for the site management team
and other team members in the office by collecting and responding to incoming correspondence,
creating and formatting documents, data entry and reporting and other related job functions. The SMILE Program encompasses several counties.

**Key Responsibilities**:

- Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
- Responds to messages from the answering service as required.
- Greets and directs all in-office visitors and in-coming calls.
- Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
- Responsible for the mail pick-up and drop off.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
- Schedules and organizes meetings and appointments as requested.
- Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
- Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
- Supports the management of filing systems for clients, personnel, and general files, ensuring
accuracy, security and confidentiality.
- Updates policies/procedures and manuals as required.
- Inputs relevant /information, statistics and data as directed for the efficient operation of the
function and retrieves data reports.
- Prepares and reviews invoices for accuracy prior to payment.
- Orders supplies, receives and maintains an inventory of required supplies.
- Collaborates with teams to organize logistics for special projects, events and seminars.
- Receives and receipts donation, and bill payments.
- Performs other duties as assigned.

**Common Responsibilities**:

- Promotes the goals and values of VON and their role as an integrated community care
provider.
- Promotes a safe and healthy workplace ensuring workplace conduct and activities are in

accordance with the provincial Occupational Health and Safety Act and Regulations and
compliant with the VON Safety Management System, including all Policies, Safe Work
Practices and Procedures.
- Abides by all VON policies and work practices.
- Abides by all confidentiality and protection of personal information policies, regulations and

practices and ensures appropriate safeguards are in place within their role.
- Works in collaboration with other staff in a team approach to service delivery

**External and Internal Relationships**:

- Communicates regularly and follow up with employees, managers and corporate services staff.
- Communicates with the public contacting VON

**Education, Designations and Experience**:

- Post-secondary education in office administration, office information technology or a related field or related relevant experience
- Customer service training an asset
- Proficiency in Windows OS and MS Office Suite programs
- Experience with scheduling software and Cognos is considered an asset
- Experience with a unionized environment is considered an asset.

**Skill Requirements**:

- Excellent oral and written communication skills
- Strong organizational skills with an ability to prioritize and multi-task
- Excellent customer service skills
- High level of accuracy and attention to detail
- Able to work both independently and within a team
- Ability to maintain confidentiality at all times

**Other**:

- Criminal records and vulnerable sector check
- The use of Personal Protective Equipment (PPE) may be required.

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.