118-26:Clerical Assistant

COSTI; Vaughan; On-site; CAD 34,000 - 36,000; Part time

Job summary

COSTI is seeking a part-time, non-union, in-person receptionist/administrative assistant in Vaughan. The role supports front-desk operations, appointment scheduling, and client services within a multi-center context.

The position requires strong customer service, data entry, and Microsoft Office skills; English fluency is required and other languages are a plus. Flexible hours and a welcoming team environment are offered.

Qualifications

• High school graduation or equivalent; 12 months office experience.
• Proficiency with databases and scheduling systems for client appointments and data entry.
• Working knowledge of Windows and the Microsoft Office suite.

Responsibilities

• Greets visitors/clients and directs them to appropriate service/person.
• Operates the main phone switchboard; screens and directs calls to the appropriate person/department.
• Provides callers/visitors with information on organization services and programs.
• Receives and forwards telephone inquiries to appropriate person and provides general information to clients and the public.
• Schedules appointments for clients on the Welcome Centre Client Management (WCCM) system.
• Enters client initial contact information and service forms into Case Management database.
• Uses the Government of Canada’s I-CARE system to verify client information for accurate booking.
• Sorts and routes incoming mail, faxes and other materials; prepares interoffice courier.
• Maintains Centre and program materials and information.
• Provides administrative and secretarial support, including minutes.

Skills

Typing 40 wpm

Database systems

Windows Office

English fluency

Interpersonal skills

Customer service

Education

High school graduation or equivalent

Tools

MS Word

MS Teams

MS Outlook

Job description

Scheduled Weekly Hours:

13.5

Union:

No

Work Shift:

Remote Type:

Duration:

November 11, 2026-March 31, 2027

Job Description:

This is a part-time non-Union contract position scheduled to work variable hours per week. (In person)

DUTIES

• Greets visitors/clients and directs them to appropriate service/person.
• Operates the main phone switchboard; screens and directs calls to the appropriate person/department.
• Provides callers/visitors with information on organization services and programs.
• Receives and forwards telephone inquiries to appropriate person and provides general information to clients and the public.
• Schedules appointments for clients on the Welcome Centre Client Management (WCCM) appointment booking system and database.
• Enters client initial contact information and service forms into Case Management database.
• Uses the Government of Canada’s I-CARE system to verify client information and support accurate appointment booking.
• Sorts and routes incoming mail, faxes and other materials; Prepares interoffice courier to other Centers.
• Maintains Centre and program materials and information.
• Provides administrative and secretarial support for the Centre, including the preparation of staff meeting minutes.
• Types and proofreads correspondence, reports, work orders, statements and forms.
• Perform other duties as required.

QUALIFICATIONS

• High school graduation or equivalent and 12 months office experience.
• Proficiency in using databases and scheduling systems for client appointments, data entry, and maintaining accurate client records.
• Working knowledge of Windows software and Microsoft Office suite in particular MS Word, MS Teams and MS Outlook.
• Typing skills: Minimum 40 words per minute.
• Knowledge of office procedures.
• Verbal and written fluency in English is required; the ability to speak another language would be an asset.
• Demonstrated ability to provide welcoming, respectful, and inclusive service to newcomers from diverse cultural and social backgrounds, using an anti-oppressive and anti-racist approach.
• Strong interpersonal and collaboration skills, with the ability to work effectively with colleagues, partner organizations, and service providers in a multi-agency environment
• Strong organizational and administrative skills, with the ability to manage multiple tasks and priorities in a busy reception environment.
• Demonstrated ability to exercise sound judgment, discretion, and professionalism when handling sensitive client inquiries and information.
• Must have strong customer service orientation.
• Works flexible hours as needed, and demonstrated reliability, punctuality, and consistent attendance.
• Must be able to obtain and maintain an I-CARE account upon hire, subject to Government of Canada requirements

Hourly Rate:

$24.72-$25.92

COSTI encourages applications from individuals reflecting the diversity of our community. COSTI is committed to fair and accessible employment practices and when requested, will make reasonable effort to accommodate people with disabilities during the recruitment and assessment processes when filling positions.