Administrative Assistant Level 3

1 week ago

Nanaimo, Canada Nanaimo Child Development Centre Society Full time

**Position Summary**

As a member of the Nanaimo Child Development Centre administration team, the employee will perform a variety of administrative support functions such as: operate a multi-line switchboard or phone, general clerical duties, data entry including maintenance of records, schedules and appointment phone calls. This position reports to the Executive Operations Administrator.

**Typical Duties and Responsibilities**
- Operates a multi-line switchboard or 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.
- Creates client files in the electronic data base. Retains Administrative function security level for the Electronic Client Records. Performs general record management duties such as assembling files; preparing file folders; scanning; uploading; filing and distributing documents and files.
- Prepare the Integrated Service Plan schedules, flagging, and other data entry tasks through the Centre’s data base system.
- Receives, records, sorts and distributes incoming and outgoing mail, faxes, and internal correspondence and courier documents. Signs for receipt of packages and shipments.
- Performs general office functions such as booking and setting up meeting rooms, arranging conference calls, maintaining stock for supplies in the work area and reporting to supervisor what is required for restock.
- Operates office equipment such as photocopiers, shredders, and fax machines, and carries out minor maintenance, such as loading paper, removing paper jams, cleaning glass, changing toner cartridges and refers further maintenance required to supervisor.
- Assists with client intake by performing duties such as obtaining client information and completing documentation as required. Contact families or referral partners to make or change appointments for program staff as requested. Send unable to contact letters.
- Receives, records, checks and balances cash transactions, including receiving payments, issuing receipts, and collecting petty cash copy fees.
- Contacts designated authority regarding building maintenance and repair requirements.

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties within classification to meet the ongoing needs of the organization.

**Qualifications**
- ** Education Training and Experience**:

- Grade 12
- Office Administration Certificate
- Two years office experience
- Or an equivalent combination of education, training and experience
- **
Skills and Abilities**:

- Ability to communicate effectively, both verbally and in writing
- Physical ability to carry out the duties of the position
- Ability to work independently and in cooperation with others within a multidisciplinary team setting
- Ability to operate related equipment
- Ability to organize and prioritize
- Demonstrate skills working in a computerized environment, keyboarding 60 wpm
- Knowledge of general office procedures
- Knowledge of office software and familiar with database utilization
- Knowledge of medical terminology
- Satisfactory Criminal Records Check clearance

Tuesday, Wednesday and Thursday 8:30AM to 4:30PM
22.5 hours per week

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