Administrative Assistant

2 weeks ago

Thunder Bay, Canada YES Employment Services Full time

This is a full-time position, Monday to Friday, 9:00am to 5:00pm. This is a temporary position with potential to become permanent.

**Summary**: Under the supervision of the Service Delivery Manager, the Administrative Assistant is an integral part of the team as the first point of contact for the client. It is imperative that each and every client is greeted by a friendly and knowledgeable Administrative Assistant. The Administrative Assistant’s duties include offering administrative support across the organization and coordinating the front-desk activities including setting up clients on computers and redirecting phone calls. The incumbent must have the ability to work in a dynamic programming / service delivery environment.

**MAJOR TASKS WILL INCLUDE BUT NOT BE LIMITED TO THE FOLLOWING**:

- Answer phones.
- Welcome clients to YES
- Deliver the mail (unopened) to finance.
- Sanitize computer lab and information room.
- Turn TVs and computers on in the morning
- Reboot computers after each client uses them to ensure client confidentiality.
- Maintain and update job board and community engagement board
- Ensure registration materials are stocked.
- Give clients registration paperwork when applicable.
- Schedule appointments for clients.
- Remind clients of appointments
- Assist with ES workshop calendars
- Book clients in workshops and do call reminders to clients
- Take payments for workshops and issue receipts
- Ensure Resource Area and Information rooms are well kept at all times
- Ensure Opening and Closing procedures are followed
- Keep information brochures and publications up-to-date and adequately displayed.
- Works well in a team environment and has a positive and friendly manner
- Ensure Data Track and CATS are updated with relevant client data

**Programming**
- Thorough knowledge of program guidelines.
- Participate in strategic planning process.
- Participate in unit meetings.
- Participate in YES staff meetings.

**Required Skills**:

- Ability to handle and de-escalate demanding / irate clients
- Ability to manage competing deadlines, multiple demands, noise, distractions/interruptions and lack of privacy while completing daily tasks.

Other duties as assigned by the Leadership Team.

**Qualifications**:Minimum Grade 12 completion. Post-Secondary education in Office Administration is an asset. 1 -2 years of experience as an Administrative Assistant. Exceptional oral and written communication skills with appropriate sensitivity to the client group. Strong interpersonal skills. Excellent attention to detail and organizational skills. Proficiency with MS Office and office equipment. Professionalism and respect of confidentiality is essential.

**Disclaimer**: Job Descriptions are not all-inclusive. This Job Description describes the general nature and level of work being performed by employees assigned to this position. Employees may perform other related duties and tasks as required to meet the needs of the operation.

**Salary**: From $18.36 per hour

**Benefits**:

- Employee assistance program
- Extended health care

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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