Administrative Assistant

**I HAVE A CHANCE SUPPORT SERVICES LTD.**

**JOB TITLE**: Administrative Assistant

Reports to: Chief Financial Officer

**Type of position**

Full-time

**Hours of Work**

Days - Monday to Friday

Monday to Thursday - 8:30am to 4:00pm Friday 8:30am to 2:30pm

**ROLE**

To provide effective and efficient administrative and clerical services, creating and maintaining a warm, positive, work environment.

**DUTIES**
- **GENERAL RECEPTION AND CLERICAL**_
- Manage and distribute incoming/outgoing mail and couriers.
- Welcome and manage incoming/outgoing telephone calls and visitors.
- Photocopy and distribute forms, minutes, new hire packages, handbooks, and training packages as required.
- Maintain photocopier in working order.
- Support office appointments and coordinate schedules as needed.
- Fax office correspondence and distribute incoming faxes.
- Maintain and order office and janitorial supplies.
- Record, create, and distribute minutes of Strategic Planning Committee meetings.
- Process and respond to communication binders between Residential and Day Options Programs.
- Ensure confidential correspondence and records are stored and disposed of according to provincial and federal privacy laws/legislation.
- Maintain coffee room and ensure coffee/supplies are available.
- **RECRUITMENT, SELECTION, & RETENTION**_
- Maintain and revise employee spreadsheet.
- **ORGANIZATIONAL CULTURE**_
- Maintain positive public relations and create a positive, respectful work environment.
- Promptly report situations of suspected abuse, violence, discrimination, bullying, and harassment.
- **POLICY, STANDARDS, AND LEGISLATION**_
- Comply with IHAC’s Policies & Procedures Manual.
- Comply with IHAC’s Steppin’ to Safety Manual.
- Comply with provincial and federal privacy legislation, labour standards/law.
- **EMPLOYEE SAFETY, WELFARE, WELLNESS, AND HEALTH**_
- Comply with Health & Safety Legislation and responsibilities.
- **ADDITIONAL RESPONSIBILITIES**_
- Receive and process Maintenance Requests and Vehicle Maintenance Requests.
- Maintain Corrective Action Log. Track progress on completion of corrective actions and communicate updates to respective areas/departments.
- All other duties as required.
- **MEETINGS**_

Attend and participate in the following meetings:

- Strategic Planning Committee Meetings
- Daily Round Table Discussions
- **QUALIFICATIONS**_

Preferred qualifications include:

- Clean Criminal Record Check.
- High school diploma.
- Post-secondary education in office administration/reception.
- 2+ years’ experience in office administration/reception.
- Demonstrated ability to work effectively in a collaborative, team-oriented work environment.
- Sound MS Office (Excel, Word, and Outlook) and data entry skills.
- Well-developed skills in verbal and written communication.
- Strong ability to multitask and manage a fast paced, dynamic environment.

The Administrative Assistant will complete further training as needed to fulfill responsibilities which will include:

- Health & Safety Orientation
- Hazard Assessment
- WHMIS
- First Aid/CPR
- CPI/Nonviolent Crisis Intervention
- Abuse Prevention & Response
- Preventing Workplace Violence
- Respecting Differences

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

**Salary**: $40,000.00-$45,500.00 per year

**Benefits**:

- Casual dress
- Dental care
- On-site parking
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Stony Plain, AB: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 2 years (preferred)

Work Location: In person