Term Full-time Team Administrative Assistant

2 months ago

Burnaby, Canada Progressive Housing Society Full time

**JOB TITLE**: Term Full-Time Team Administrative Assistant

**REPORTS TO**: Shelter Program Manager

**DESCRIPTION**:
Under the direction of a program manager, this position works as part of an integrated administrative team by performing a variety of community office assistant and clerical duties including word processing, scheduling, data entry, composing and signing correspondence, typing program reports and documents from notes and/or recording devices. Answers general and specific inquiries related to programs and services from clients, staff and the public. Assists front line staff and managers to ensure smooth operations and flow for office and client care. The position requires the individual to be proficient at time management and able to effectively manage competing priorities.

**EMPLOYEE CATEGORY**:Full-Time, Term (Until May 9, 2025 with possibility of extension)

**COMPENSATION**:HEU Community Health Subsector - Grid 5

**NUMBER OF VACANCIES**: 1 (one) vacancy

**HOURS OF WORK**: Monday to Friday 09:00 -17:00

**QUALIFICATIONS**:

- Highschool Diploma or Equivalent
- Office Assistant Certificate or other administrative post-secondary program
- Understanding of basic data entry principles and procedures
- Proficient with Microsoft office software
- Ability to handle community concerns and challenging situations
- Driver’s license and use of a reliable vehicle
- Minimum 1-year recent, related experience
- Or an equivalent combination of education, training, and experience.
- Or other Qualifications determined to be reasonable and relevant to the level of work.

**SKILLS AND ABILITIES**:

- Proactive individual with strong organizational skills and planning skills is essential.
- Ability to work with mínimal supervision and comfortable being independent.
- Flawless writing skills, strong verbal as well as written communication skills.
- Comfortable with various levels of communication and IT.
- Customer service experience in challenging environments.
- Ability to flourish with mínimal guidance and acute attention to detail.
- Ability to think quickly and work under pressure.
- Ability to deal with information in a confidential manner and respond with sensitivity.
- Comfortable with working with individuals from all cultures and backgrounds as well as with professional groups and businesses.
- Ability to work flexible hours

**TASKS AND RESPONSIBILITIES**:
1. Operates Program designated phone, and performs reception duties such as directing calls, receiving and relaying messages, receiving and directing visitors, and responding to in-person and telephone inquiries. Refers problems to staff and/or supervisor.

2. Performs word processing and data entry functions, including financial data into relevant computerized software systems, maintaining relevant registers, and typing from rough draft or general instruction, including correspondence, reports, and documents.

3. Maintain positive relationships with internal and external stakeholders (sharing, promoting events, initiatives etc.). Leverage relationships and opportunities with key online individuals, influencers and organizations

4. Performs general record management duties such as assembling files, assigning file numbers, preparing file folders, and filing and distributing documents and files.

5. Receives, records, sorts and distributes incoming and outgoing mail, faxes, internal correspondence, and courier documents. Signs for receipt of packages and shipments.

6. Performs general office functions such as booking and setting up meeting rooms, arranging conference calls, and maintaining a stock of supplies in the work area relevant to program needs.

7. Maintains and updates file management system, ensuring all required documents are on the files - create an integrated health/care plan file, to include Intake, housing, referrals and maybe basic health for each client file

8. Updates all electronic files and reporting requirements such as databases and reporting templates

9. Operates office equipment such as photocopiers, shredders, and fax machines, and carries out minor maintenance, such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges. Refers further maintenance required to supervisor.

10. Assists with client intake by performing duties such as obtaining client information and completing the documentation required.

11. Assists with the volunteer scheduling and updated volunteer duties as per program direction.

12. Processes payments for vendor invoices and processes reoccurring bill payments

13. Performs other related duties as assigned.

14. Weekly ordering of program supplies and intermittent special supplies.

**Keeping in line with our mandate of a low barrier approach, all of our sites are animal friendly**

**Job Types**: Full-time, Fixed term contract
Contract length: 3 months

Pay: From $24.76 per hour

Expected hours: 37.5 per week

**Benefits**:

- Casual dress
- On-site parking

Sched

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