Administrative Assistant I

2 weeks ago

Ottawa, Canada VON Canada Full time

**Requisition Details**:
Employment Status: Temporary, Full-Time (1.0 FTE)
Program: Engagement and Philanthropy Team
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: August 2023
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, and other related job functions.

**Key Responsibilities may include**:

- 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 incoming 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 mailouts, postal meters, 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.
- Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
- Updates policies/procedures and manuals as required.
- Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
- Orders supplies, receives and maintains an inventory of required supplies.
- Collaborates with teams for to organize logistics for special projects, events and seminars.
- Receives and receipts donation, and bill payments.
- Prepares bank deposits.
- Performs other duties as assigned.

**External and Internal Relationships**:

- Communicates regularly and follow up with employees, managers and corporate services staff.

**Education, Designations and Experience**:

- Post-secondary education in office administration, office information technology or a related field or related relevant experience
- 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.

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