Administrative Assistant - Bilingual in French/English

Community Living Sarnia-Lambton•Sarnia, ON

9d•Onsite

About The Position

The primary role of the administrative assistant is to ensure the efficient operation of the reception desk and providing administrative support to various departments. Reporting to the Executive Assistant/Office Manager, the incumbent welcomes visitors, manages entry control, and maintains building security protocols. Additionally, they handle telephone reception, mail, deliveries, and maintain the tidiness and functionality of the reception area. Their administrative duties extend to supporting CLSL departments, committees, and outside contractors, as well as overseeing registration, payments, cash control, and supplies management.

Requirements

Bilingual in French/English highly preferred.
A minimum two-year college diploma in business administration or office administration
2-3 years of relevant experience in a similar field.
Excellent computer and technology skills required.
Excellent verbal, written, composition and reporting skills.
Experience working with people with intellectual disabilities, preferably in a variety of settings.
Health and safety knowledge
Criminal record and vulnerable sector screening check
A positive attitude, excellent teamwork skills, leadership abilities and communications skills.

Responsibilities

Greet visitors in a friendly and positive manner and ascertain the nature of their business and direct them appropriately.
Verify the purpose of visitors entering the building, ensure adherence to health care protocols if required, ensure adherence to safety protocols and maintain accurate sign-in logs.
Keep track of staff whereabouts and availability daily for effective coordination and communication.
Ensure the safety of all staff and visitors by maintaining clear and accessible pathways, safe door mats, and hazard-free walkways.
Execute opening and closing procedures including Transfer telephones from the answering service to reception at the beginning of the workday (8:30am) and back to the answering service at the end of the workday (4:30pm).
Answer telephone and electronic enquiries and relay telephone calls and messages to appropriate person.
Manage daily mail by sorting, date stamping, and distributing it while upholding confidentiality.
Provide administrative support to CLSL managers, supervisors, and staff, including documentation assistance, record maintenance, and support for departments and committees such as Finance, Payroll, Human Resources, Residential and Respite.
Assist outside contractors with administrative paperwork and expense claims.
Aid in planning and executing special events and in-house meetings.
Create and maintain staff identification, including wallet cards and name tags.
Manage the telephone system and set up extensions for new staff and office moves.
Maintain cleanliness and supplies in kitchen areas.
Ensure shared spaces are tidy, functional, and sanitized.
Manage CLSL vehicle operations, including maintaining vehicle records, organizing handicap parking permits, and monitoring spare key inventory for each vehicle, with occasional vehicle reservations in AIMS.
Handle registrations for CLSL programs and merchandise sales both in person and over the phone, accepting various payment methods.
Assist with the registration process for events, trips and programs.
Track and distribute petty cash following reconciliation and replenishment procedures on the 15th and last day of each month.
Issue Fund script cards, gas cards, and petty cash envelopes to staff in coordination with the Accounting Department, ensuring compliance with tracking form procedures.
Ensure an ample stock of standard office supplies, including paper for printers and photocopiers, and order non-standard office supplies as needed.
Purchase groceries for office coffee supplies and meetings, and maintain sufficient inventory of cleaning, restroom, and kitchen supplies.
Manage the inventory of Personal Protective Equipment (PPE) and CLSL branded promotional gifts, ensuring availability and proper distribution for special events.
Additional duties as assigned.