Administrative Assistant
2 weeks ago
Description
The Administrative Assistant provides centralized reception and clerical assistance in the Southview office. This role encompasses various duties and responsibilities in keeping with the standards of Southview Heights & Terrace.
KEY RESPONSIBILITIES:
Performs all duties associated with reception including assisting residents with enquiries and directing them to appropriate personnel and greeting and directing visitors. Drafts and types correspondence (e.g., letters dealing with administrative issues, acknowledgements); checks typing for accuracy, sorts and prioritizes administrative assignments within general guidelines; researches and responds to difficult enquiries on behalf of the supervisor Receive, screen, record and announce visitors; receive and manage incoming telephone calls, emails and inquiries; process and distribute mail; receive payments and prepare bank deposits. Assists residents with routine enquiries and any concerns; greets and escorts visitors; files documents electronically or manually; photocopies and distributes materials as requested; and sends and receives fax/email material as requested. May build and maintain databases (e.g., contact lists, inventory, Terrace waitlist, etc.) Uses word processing for routine documentation such as forms, letters, memos, and keeps records; checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines Maintains input into the Salvation Army Management Information System - S.A.M.I.S. Uses computer software and applications to perform job duties. Drafts and prepares presentations, brochures, fliers, advertisements, invitations and certificates subject to supervisory approval (e.g., PowerPoint presentations) Schedules Guest Suite reservations/bookings and arranges payment as required. Opens and distributes incoming mail and processes outgoing mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s) Orders all stationery supplies and maintains adequate office supplies and other supplies as needed (e.g., kitchen or lunchroom supplies); arranges for maintenance of office equipment Maintains system for invoices, petty cash, cheque requests, donations, meal tickets, etc. Handles and reconciles petty cash and writes receipts for donors Provides information regarding Southview Terrace and leads tours when requested. Performs other duties as assigned Communication skills; effective time management; respect for others; initiative and enthusiasm; professional appearance and conduct. Works in cooperation with others to ensure services are delivered effectively. Covers the emergency responder phone for Southview Terrace. Ability to multi-task in a busy environment.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
Education, Qualifications and Certifications:
Some post-secondary education Current negative TB test Able to pass a Criminal Record checkExperience and Skilled Knowledge Requirements
At least one year of administrative/secretarial related experience Experience dealing with Microsoft products including Word, Excel, Outlook, PowerPoint, etc., other office equipment and toolsSkills and Capabilities (examples provided below):
Attention to detail, problem solving and analytical skills. Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility. Strong organizational skills A heart and disposition for working with seniors-
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