Administrative Assistant I, SMILE (CSJ) - Temporary, Part-time 0.9

VON Canada (Ontario)•North Bay, ON

9d•Onsite

About The Position

The Canada Summer Jobs (CSJ) program, under the Youth Employment and Skills Strategy (YESS), aims to provide quality summer employment opportunities for youth to develop skills and gain paid work experience to successfully transition into the labour market. To be eligible for this program, youth must be between 15 and 30 years of age at the beginning of the employment period, be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment, and have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada. The Administrative Assistant I is responsible for providing administrative support functions to assist VON in delivering quality service to the public. This position serves as a resource for the site management team and other team members in the office by managing incoming correspondence, creating and formatting documents, and performing other related job functions.

Requirements

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
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
Criminal records and vulnerable sector check
Valid driver’s license and access to a reliable vehicle are required (program dependent).

Nice To Haves

Experience with scheduling software and Cognos is considered an asset
Experience with a unionized environment is considered an asset.

Responsibilities

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.
Greets and directs all in-office visitors and incoming calls.
Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
Responsible for the mail pick-up and drop off.
Answers general inquiries regarding the VON organization with informed and satisfactory responses.
Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
Schedules and organizes meetings and appointments as requested.
Prepares all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.
Updates policies/procedures and manuals as required.
Inputs relevant /information, statistics and data as directed for the efficient operation of the function and retrieves data reports.
Prepares and reviews invoices for accuracy prior to payment.
Orders supplies, receives and maintains an inventory of required supplies.
Collaborates with teams to organize logistics for special projects, events and seminars.
Performs other duties as assigned.
Promotes the goals and values of VON and their role as an integrated community care provider.
Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
Abides by all VON policies and work practices.
Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
Works in collaboration with other staff in a team approach to service delivery.