Administrative Support

1 week ago

St Catharines, Canada Mainstream Full time

**Job Summary**

**Responsibilities**

**Daily Support**
- Record the Minutes of the Leadership meetings and Health and Safety meetings, and devise an agenda and other meetings as assigned
- Update HR Downloads and AIMS accounts monthly
- Maintain HR Files
- Add documents received to appropriate filing locations (filing cabinets, mailboxes, personnel files, etc.)
- Clean building surfaces during scheduled allotment or when help is required
- Conduct phone calls at senior management’s request
- Coordinate zoom and Microsoft Team meetings at senior management’s request
- Compile data, create excel spreadsheets, charts, and tables at senior management’s request
- Proficient knowledge in Microsoft Teams, Outlook, Flows, Forms, and Power Automate
- Upkeep with Microsoft Applications like Microsoft Flows, Forms, Power Automate etc.
- Proficient knowledge with technology: computers, photocopiers, printers, HDMI, TV functions, microphones
- Create and edit documents at the senior management’s request
- Act as the go-to person for all office administration concerns at 263 Pelham Road

**Operations**
- Maintain inventory of office supplies, and inform Finance department of needs
- Update all employee contact information in Microsoft Teams (staff lists, program lists)
- Update, organize, and compile forms in Microsoft Teams and Microsoft Forms
- Update Health and Safety, Program, and Personnel policies accordingly
- Secure binders to update and update on Microsoft Teams
- Follow up with staff regarding the reading of policies mentioned above
- Distribute PPE and pandemic supplies a requested
- Support HR Director with hiring process
- Coordinate agency orientation day and meetings with management team
- Act as a backup interviewer
- Human Recourses: update service rewards, PPE, HR Downloads, and additional lists
- Coordinate annual and new hire training sessions in collaboration with management: NVCI and Standard First AID CPR + AED
- Events coordinator: plan Holiday parties, luncheons, rewards and recognitions, and AGM accordingly
- Organize and update vehicle logs annually
- Archive Files
- Register HR Downloads accounts for new employees, volunteers, and students and allocate annual training modules for employees as required
- Register AIMS account for new employees and students, and update annual information as required
- File and update Board documents at Executive Directors request
- Create and distribute orientation packages for Mainstream employees, students, and volunteers
- Update orientation documents at HR directors request
- Ensure key cabinet is organized and update sign in/out sheets
- Update file information and request annual file information for Personnel files
- Provide program support to Senior Leadership Team as per requested by the Executive Director, HR Director, Finance Director, Program Director, SL management, and SIL management
- Create Microsoft Forms, Flows, and use Power Automate functions
- Other duties as assigned by senior management

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

**Salary**: $18.00-$21.00 per hour

**Benefits**:

- Dental care
- Extended health care

Schedule:

- 8 hour shift

Ability to commute/relocate:

- St. Catharines, ON: reliably commute or be willing to relocate with an employer-provided relocation package (required)

**Education**:

- Secondary School (preferred)

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