Administrative Assistant

2 days ago

Markham, Canada Kinark Child & Family Services Full time

**Job Description**:
We are currently seeking a customer service-oriented individual to fill an Administrative Assistant position reporting to the Administration Manager of Autism Services. In the role of Administrative Assistant, you will be responsible for providing administrative support to the program which includes scheduling, coordinating event invitations, drafting and tracking documents, monitoring and uploading client files, reception duties (greeting clients, scheduling, answering multi line phone system), ordering supplies, scanning, copying, preparing materials, and data entry.

You may be scheduled to work evenings and weekends. You will be required to work out of other Kinark sites from time to time based on operational needs. As well, you may be assigned to work in different programs and services within the Autism division of Kinark and your primary work location may be reassigned within a 50 kilometer radius based on operational needs.

**Duties & Responsibilities**:

- Reception duties including greeting clients, registering visitors, internal communications, managing incoming and outgoing mail including regular mail services, courier services and other deliveries as required.
- Generating invoices, processing payments, and creating receipts.
- Assisting with meeting/training room set up as well as common spaces and kitchen orderliness.
- Supporting clients and external parties with appointment and meeting bookings.
- Drafting and tracking recruitment documents.
- Utilization of Deltek and EMHware database.
- Screening resumes and conducting reference checks.
- Preparation and follow-up of AdobeSign, Secure File Sharing Portal documents, and communications to external parties and individuals receiving service.
- Timely and accurate uploading of documents into client files.
- Accurate recording of files and data being sent for archiving.
- Tracking office and PPE supplies, communicating with vendor and tracking and supply orders.
- Auditing of files to ensure documentation is up to date and contains the appropriate sign-off by clients and service providers.
- Supporting the administrative requirements of the office which may include coverage for other admin roles, projects and participating in client information mailings.
- Other duties as required.

**Qualifications**:

- Community College Diploma in a related field or equivalent work experience supporting clients.**:

- Sound knowledge of administrative practices.
- Proven Word, Excel, Power Point and Outlook skills.
- Winning team attitude and ability to work independently.
- Excellent interpersonal and customer service skills.
- Ability to learn new software as needed.
- Excellent time management, organizational and self-planning skills.

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