Requisition Details:
Employment Status: Temporary, Full-Time (1.0 FTE)
Program Name: Community Support Services
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: March 2023
On-Call: No
Job Summary:
The Administrative Assistant I for both the Meals on Wheels is responsible for front-line delivery of service as well as administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by actively participating in the activities of the Volunteer Depot and lunch program sites as well as collecting and responding to incoming correspondence, completing client intakes, and other related job functions.
Key Responsibilities may include:
- Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.
- Responds to messages from the answering service as required.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Schedules and organizes meetings and appointments as requested.
- Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents as directed
- Assists in the production of newsletters (including a collection of material, typing/formatting, and photocopying/printing) and in standardizing processes and forms.
- Manages filing systems for all client and general files, ensuring accuracy, security, and confidentiality.
- Inputs relevant information and produces reports, statistics and data as directed for the efficient operation of the function.
- Orders supplies, receives and maintains an inventory of required supplies.
- Collaborates with teams to organize logistics for special projects, and events.
- Performs other duties as assigned.
External and Internal Relationships:
- Communicates regularly and follow up with employees, managers and corporate services staff.
Education, Designations, and Experience:
- Post-secondary education in office administration, office information technology or a related field or related relevant experience
- Proficiency in Windows OS and MS Office Suite programs
- Experience with scheduling software and Cognos is considered an asset
- Experience with a unionized environment is considered an asset.
Skill Requirements:
- Excellent oral and written communication skills
- Strong organizational skills with an ability to prioritize and multi-task
- Excellent customer service skills
- High level of accuracy and attention to detail
- Able to work both independently and within a team
- Ability to maintain confidentiality at all times
Other:
- Criminal records and vulnerable sector check required
- The use of Personal Protective Equipment (PPE) may be required
- Working reliable vehicle and valid Ontario Drivers license and car insurance is required for the position
- Ability to work from home in a quiet secure space if needed is a must
- An approved COVID vaccination or an approved medical or human rights exemption is required for the position.
- The use of Personal Protective Equipment (PPE) may be required
Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.
