Administrative Assistant/herbal Dispensary Clerk

**Required Education/Experience**:

- A Grade 12 diploma from a provincially recognized institution or equivalent
- A minimum of one year office or administrative assistant experience

*Required Knowledge/Qualifications:

- Computer literacy, including extensive experience with MS Office products and Google Suite products
- Demonstrated knowledge in the operation of office equipment, such as the following: multi-line telephone, photocopier, fax, computer, printer, laminator.
- Demonstrated knowledge of office methods and procedures used in maintaining an office.
- Minimum keyboarding speed of 45 wpm.

Required Qualities/Abilities:

- Superior interpersonal and communication skills, both verbal and written.
- Ability to establish good working relationships with other administrative personnel, instructors, staff, students, and the public.
- Excellent listening skills and ability to carry out directions in a timely manner.
- Excellent time management skills, including punctuality.
- Ability to organize workload in order to coordinate the administrative work of the office
- Ability to prioritize work in a busy environment often under pressure and multiple demands
- Ability to work as a team player as well as the ability to work independently with minimum supervision.
- Ability to prioritize multiple demands and manage time.
- Ability to maintain confidentiality of sensitive information seen or heard
- Self-directed, as well as task and goal oriented.
- Present a professional attitude.
- Display a professional appearance.
- Accurate filing skills.
- Accurate proofreading skills
- Able to perform physical and mental activities related to the job duties. Able to occasionally lift up to 18 kg (40 lbs)

*Job Duties:

- Perform receptionist duties:

- Responds to in person and over the phone inquiries, ascertain the nature of the caller’s business; provide information or direct inquiries, as required. Relaying messages and acting as a resource or contact person for the school
- Deal tactfully with staff, students and the public. Answer their questions and direct them to appropriate offices and meeting rooms;
- Perform various computer, word processing, typing responsibilities and written communication skills, such as:

- Forms, school programs, correspondence, student handbooks, school communication, and a variety of reports.
- Designs, composes and types materials and documents, as required
- Edits and formats evaluations, tests, quizzes and assignments
- Record keeping maintenance:

- Enter/maintain data and generate reports in the student information system, as required by the Administrator
- Prepares, maintains and files a variety of school based records, lists and reports
- Oversee maintenance of course files, including printing and distribution of examinations and evaluations
- Perform clerical duties
- Mail distribution, collating, filing, recording, sorting, duplicating, faxing, laminating and related duties.
- Be knowledgeable about and supportive of administrative procedures and directives.
- Herbal Dispensary and bookstore clerk (one day per week): includes serving customers, filling prescriptions, collecting fees, opening and closing the store, managing clinic appointments, receiving stock, stock replenishment, assist in inventory count, when needed

**Herbal Dispensary Clerk**

Duties/Tasks:

- Answer telephone, send faxes and photocopy as required.
- Change message machine to accommodate changes in hours of operation (holidays, or other).
- Manage Jane bookings, cross-checks student bookings, perform reminder calls where necessary.
- Treatment room management: booking appointments for all student practitioners and providing a daily appointment schedule for each student practitioner, keeping track of room usage, keeping rooms stocked with supplies and reminding students to fold and re-stock laundry.
- Collect service fees, provide receipts, make change, operate Debit/Visa/MC machine, balance at the end of the day. Prepare daily bookstore reconciliation.
- Balance daily float, maintain petty cash fund, prepare daily bank deposits; check Student Clinic daily cash reconciliation and deposit in secure location; receive bookstore daily deposit and put in safe.
- Inspect treatment rooms and notify Clinic Manager if anything is broken or not working.
- Maintaining miscellaneous supplies for office and clinic use; includes ordering from suppliers as well as directly purchasing supplies.
- Review and approve invoices for ordered product received (sign invoice to verify to financial clerk that quantity is correct and as ordered); direct invoices to Financial Clerk.
- Tracking inventory for Student Clinic, utilizing a requisition system and maintaining computer records of same.
- Prepare written material for Clinic operation as required - ie. memos, posters, protocol, website articles.
- Prepare herbal prescriptions.

Work Remotely
- No

**Job Types**: Full-time, Permanent

**Salary**: $19.00-$21.00 per hour

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