Administrative Secretary

Work Term: Permanent
- Work Language: English
- Hours: 30 hours per week
- Education: Secondary (high) school graduation certificate
- Experience: 2 years to less than 3 years
**Asset languages**:

- Arabic
- Hebrew
**Tasks**:

- Train other workers
- Determine and establish office procedures and routines
- Schedule and confirm appointments
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
- Compile data, statistics and other information
- Order office supplies and maintain inventory
- Arrange travel, related itineraries and make reservations
- Greet people and direct them to contacts or service areas
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
- Train workers in duties and policies
- Resolve work related problems
- Respond to employee questions and complaints
- Requisition or order materials, equipment and supplies
- Prepare and submit reports
- Plan, develop and implement recruitment strategies
- Plan and control budget and expenditures
- Oversee the preparation of reports
- Oversee development of communication strategies
- Oversee the classification and rating of occupations
- Negotiate collective agreements on behalf of employers or workers
- Manage contracts
- Establish work schedules and procedures
- Establish and implement policies and procedures
- Ensure smooth operation of equipment
- Conduct research
- Co-ordinate activities with other work units or departments
- Assign, co-ordinate and review projects and programs
- Arrange for maintenance and repair work
- Organize and administer staff consultation and grievance procedures
- Perform data entry
- Provide customer service
- Co-ordinate, assign and review work
- Liaise with management, union officials and HR consultants
- Work with the marketing department to understand and communicate marketing messages to the field
- Plan, organize, direct, control and evaluate daily operations
**Supervision**:

- 1 to 2 people
**Computer and technology knowledge**:

- Google Docs
- Microsoft Visio
- Database software
- MS Access
- MS Excel
- MS Office
- MS PowerPoint
- MS Word
- Quick Books
- Simply Accounting
- MS Windows
- MS Outlook
- Social Media
**Technical terminology**:

- Business
**Area of specialization**:

- Correspondence
- Reports and records
- Contracts
- Statistics
- Financial statements
- Invoices
**Transportation/travel information**:

- Willing to travel
- Travel expenses not paid by employer
**Work conditions and physical capabilities**:

- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Attention to detail
- Large caseload
- Large workload
**Personal suitability**:

- Ability to multitask
- Accurate
- Client focus
- Excellent oral communication
- Excellent written communication
- Flexibility
- Organized
- Reliability
- Team player
- Initiative
- Efficient interpersonal skills
- Judgement