Administrative Support

Saskatoon Open Door•Saskatoon, SK

3d•Onsite

About The Position

Administrative Assistants play a key role in our overall operational support. Our frontline heroes not only welcome new clients, but they ensure their team is equipped with the resources they need. Under the direction of the Unit Director, the Administrative Assistant will manage incoming calls, develop and revise draft reports, make referrals, replenish inventory, and answer any questions our clients may have. The Administrative Assistant also supports the team with various administrative tasks, including managing reports, maintaining databases, reviewing invoices, and coordinating with team members.

Requirements

Post-secondary training in Business Administration, Office Administration, or Administrative Assistant Certification and one year of work experience in an administrative support capacity; or, High School Diploma and three years’ work experience in an administrative support capacity.
Criminal Occurrence Security Check – Must complete a Criminal Record and Vulnerable Sector Check in good standing and within three months prior to first day of employment.

Nice To Haves

Designing/Maintaining Electronic Filing Systems
Proficiency in Microsoft Suite: Excel, Word, Power Point, and Publisher
Outlook Scheduling Systems

Responsibilities

Maintains and updates program databases and related program documentation, supporting data collection and dissemination.
Reviews and monitors invoices for clients and ensures their accuracy.
Tracks and maintains records of client – related inventory.
Prepares and organizes client files, ensuring all necessary documents are up to date.
Provides clients with intake assessments, information, guidance, and referrals to appropriate training or equivalency assessments.
Ensures administrative coordination with community/business partners.
Schedules and books boardroom meetings, ensuring that staff and coworkers comply with boardroom policies; takes meeting notes, and ensures follow-up actions are communicated.
Coordinates team-building activities, ensuring schedules and related documents are kept up to date.
Supports counsellors by following up on the timely submission of reports and preparing folders/files for those under training, providing the necessary documents and resources required.
Manages office supplies inventory and ensures timely replenishment.
Actively assesses current administrative processes consult with supervisors and coworkers on improvements.
Ensures service quality and collaborative work relationships by providing guidance to new staff and acting as a resource person in an identified area of expertise.
Provides information and direction by greeting clients and visitors, in person and by phone, and referring them to appropriate staff, programs or community services.
Assists clients by providing information on internal and community programs and services and referring to appropriate staff as required.
Provides service by certifying and copying documents, and, may provide in-house interpretation and translation as time and language ability allows.
Provides professional image of the organization by keeping public reception areas orderly and functional.
Secures the premises by managing the flow of clients and visitors, shutting off lights and equipment at night and locking doors.
Other duties as assigned.