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Office Assistant

2 weeks ago

Niagara, Canada Niagara Region Full time

**Temporary Duration**:
Approximate Duration: 6 months

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

**JOB SUMMARY**:
Responsible for providing a wide variety of administrative support functions, reception and customer service for clients and staff of Housing Services and/or Niagara Regional Housing (NRH).
**QUALIFICATIONS**

EDUCATION
- Completion of Business or Office Administration Diploma, or equivalent

KNOWLEDGE/EXPERIENCE
- At least 1 year in office administration or related environment

SKILLS
- Excellent telephone skills
- Excellent verbal and written communication and customer service skills
- Excellent social skills and an ability to effectively manage and build relationships with difficult clients
- Microsoft Office capability, including MS Word, Excel, and PowerPoint
- Bilingual English and French is considered an asset

SPECIAL CONDITIONS
- In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate

RESPONSIBILITIES
- Organizing all day-to-day and other related procedure filing, including but not limited to:

- Creating and maintaining all records, including active and inactive applicant and/or tenant files sorting, distributing, filing of miscellaneous documents and data, termination of files, and maintenance of file standards
- Responsible for annual records destruction and retention of records/forms
- Creating new move-in and/or tenant and/or applicant files
- Providing general office reception and administrative support for staff, including but not limited to:

- Receiving, opening, date stamping, sorting and distributing incoming mail/deliveries to staff, including preparing outgoing mail for interoffice distribution, regular mail or courier pick up
- Assisting with program mail-outs, letters and other information packages, as required
- Complete filing for assigned program areas, send out letters, other duties required
- Scanning/digitizing of files and documents, and storing according to applicable document management procedures, policies, etc.
- Payment follow-up as required
- Phone coverage and directing incoming calls as needed
- Ensuring adequate office supplies
- Managing off-site storage of documentation, including but not limited to:

- Organizing and boxing all files destined for off-site storage
- Responsible for ordering requested documentation from the off-site storage
- Tracking off-site storage and following records management policies/procedure as required

4. Administrative Coverage
- Complete back up coverage for other administrative roles within the division as required

5. Additional duties as assigned

SPECIAL CONDITIONS
- In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate

**Closing Statement**:
Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY