Administrative Assistant

**KEY ROLES AND RESPONSIBILITIES**:

- Provides administrative assistance and support to the Finance & Admin Manager, Facilities Manager and to Youth HQ staff as required.

**Reception Area**
- Handles and directs incoming phone calls and walk-in traffic.
- Processes incoming mail/correspondence by placing in appropriate board and staff mail slot.
- Provides information and promotional materials, ensuring program and agency brochures are current and readily available to the public.
- Assists with the preparation and distribution of brochures.
- Receives and processes incoming Donations/Payments.
- Locks and unlocks the agency during regular office hours.
- Manages Events cashier requirements.

**General Administration**
- Updates and maintains the Agency Greeting Message and Phone System.
- Oversees signing out of keys, charge cards and various other equipment.
- Organizes and completes program and agency mail outs.
- Maintains filing in Central File and maintenance of the Central File Database.
- Maintains Boxes/Filing of outdated documents at Youth HQ’s offsite storage facility.
- Updates and ensures staff access to forms.
- Responsible for the managing of the agency petty cash.
- Monitors and manages office supplies budget along with ordering office resources including coffee room supplies, print supplies, office supplies, program materials, cleaning supplies and other items as required.
- Assists with managing bookings for Camp Alexo and clubs by maintaining calendars for same.
- Responsible for booking and monitoring meeting room spaces in the building.
- Assists Facility Manager with general building checks and booking of contractors.

**Accounts Receivable**
- Assists with bank deposits and spreadsheet including taking funds to the bank as required.
- Assists with data entry.
- Assists with filing accounts receivable.

**Accounts Payable**
- Assists with data entry.
- Assists with filing accounts payable.

**Additional Responsibilities**
- Serves on internal committees as required.
- Assists with program promotion as requested and appropriate.

**QUALIFICATION REQUIREMENTS**:

- One-year certificate in Office Administration or equivalent experience in the field.
- Successful completion of agency screening including Criminal Record and Intervention Record Checks.

**KNOWLEDGE, ABILITIES, AND SKILL REQUIREMENTS**:

- Experience working with computers and knowledge of software; Word, Excel, Access, Outlook, understanding of accounting ie: Sage.
- Strong customer service skills.
- Ability to organize tasks and manage time effectively.
- Strong clerical skills.
- Ability to produce accurate and thorough documentation.
- Strong interpersonal communications.
- Ability to maintain positive working relationships with a variety of individuals.
- Ability to deal with ongoing disruptions.
- Ability to manage time well within a variety of roles and responsibilities.

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

**Pay**: $36,572.99-$44,454.69 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- RRSP match

Schedule:

- 8 hour shift
- Monday to Friday

(may be required to work some evenings and weekends-flex your time)

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)

Work Location: In person

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

Pay: $36,572.99-$44,454.69 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- RRSP match

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Experience**:

- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)

Work Location: In person

Application deadline: 2025-05-09