Office Administrative Assistant

1 month ago

Halifax, Canada Engineers Nova Scotia Full time

Position title: Office Administrative Assistant

Reports to: Director of Registration

Status: Part time

Department: Registration

Engineers Nova Scotia is the licensing and regulatory body for the ~8,400 Professional Engineers and Engineers-in-Training practicing in Nova Scotia or on Nova Scotia projects. Our mission is to serve and protect the public interest, advance and promote the value and proficiency of the engineering profession, and support the members in their professional practice. Engineers Nova Scotia is empowered by the Engineering Profession Act (the Act).

**Position Summary**

The Office Administrative Assistant reports to the Director of Registration and is responsible for the front office, reception desk, clerical registration tasks, and general clerical work to assist Engineers Nova Scotia.

The Office Administrative Assistant is the first point of contact for in-person visitors and all general phone inquiries. The role provides on-going support and guidance to volunteers, applicants, staff, registrants and stakeholders either directly or by referring them to the appropriate staff member. This is an in-person position and cannot be executed remotely.

**Key responsibilities**
- Front Desk Tasks_
- Receive all visitor and in-person inquiries at the Engineers Nova Scotia offices
- Process in-person payments using the debit machine and run debit machine closing procedures
- Manage the “petty cash” fund
- Maintain phone message book with summary notes of conversations
- Manage Boardroom Bookings
- Registration Clerical Tasks_
- Annual database entries to reconcile member information (enter new information or delete old information)
- Managing all obituaries, searching online obituaries against database and updating accordingly.
- Process registrant orders for replacement stamps or certificates, and frames including invoicing
- Coordinate with stamp and certificate vendors to satisfy registrants’ orders
- Office Administration Tasks_
- Act as the primary point of contact for contractors and suppliers that are conducting work inside the offices or on the grounds of Engineers Nova Scotia
- Coordinate the service for the of photocopier/printer, mail machine, fax as directed
- Maintain copy room supplies, e.g., copy paper, ink, COR supplies, certificate paper, envelopes, etc., stiffeners.
- Order general office supplies/equipment as required
- Run Mail Machine fund report monthly
- Coordinate Doodle polls for Directors and staff to support meeting scheduling.
- Coordination of Iron Mountain file storage, retrieval and destruction of files.
- Mail Tasks_
- Process mail and courier packages delivered to the office
- Date-stamp all documents received by mail
- Forward invoices received to relevant Directors
- Open all returned mail and locate “lost” registrants by searching internet databases, contacting employers etc.
- Send returned mail to appropriate Director with update on address if possible
- Update database based on returned mail addresses
- Follow up with Pitney Bowes to confirm funds received to fill mail postal machine
- Maintain mailroom supplies, e.g., express post envelopes, envelopes, stiffeners
- Maintain mail room daily ensuring that area is neat and tidy including supply cupboards
- General Tasks_
- Determine requirements for kitchen and cleaning supplies
- Communicate with the Event Planner to verify food is ordered for Boardroom events if needed.
- Set up for Boardroom meetings (tidy room, provide dishes and cutlery, coffee, tea, milk/cream and sugar) and set out catering. In the absence of the Event Planner, order catering.
- Clear up after Boardroom meetings, including catering, dishes, cutlery, and glassware.
- Maintain kitchen area and fridge daily keeping the area is clean and tidy
- Other Duties_
- Complete additional tasks assigned by the Director of Registration that are within capacity and capability

**Required Competencies**
- Teamwork and Leadership_

**Builds relationships** - Excellent at building relationships, understanding people, and making meaningful connections. Identifies key issues and accommodates key players when dealing with external parties on joint projects. Takes an inclusive approach when working with diverse stakeholders.

**Communicates effectively and confidently **- Adept at communicating in a clear, compelling way. Adapts message to needs of the audience. Skilled at distilling complex information clearly and succinctly.

**Applies Ethics **- Strong ethical compass founded on honesty, integrity, empathy, fairness, dedication, responsibility and accountability

Exercises Empathy - Able to see others’ viewpoints and provide effective “customer/client support.”
- Goal Setting_

**Plans and prioritizes **- Skilled at balancing multiple, competing priorities; uses available resources to get more done with less, without losing focus. Anticipates problems and mitigates risk.

**Solves problems creatively **- Uses innovative methods to ge

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