Administrative Assistant

Marberg Staffing; Golden Horseshoe; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to support community services operations. This role involves providing a wide range of administrative, customer service, and clerical support. The ideal candidate will have strong MSOffice skills, excellent communication abilities, and a commitment to client service. This position offers a chance to work in a dynamic environment where your contributions will directly impact the community. If you're looking for a fulfilling role with opportunities for growth and collaboration, this is the perfect fit for you.

Qualifications

• 2+ years of recent administrative experience in a client-facing role.
• Strong proficiency in MSOffice required.

Responsibilities

• Provide diverse administrative support to Branch operations.
• Update and maintain records management system.

Skills

MSOffice (Word, Excel, Outlook)

English Communication Skills

Client Service Skills

De-escalation Skills

Education

Secondary School Diploma

Job description

UPDATE: Please be advised that this position is still open, but our Client is no longer accepting new applications at this time. Should the position re-open to additional Candidates, we will review your application, otherwise we will hold your resume on file for future job opportunities.

Administrative Assistant for community services agency client, Scarborough office.

Marberg Job Number: 2567.

Job Type: Temporary.

Initial Term: From May 5 2025 to July 18 2025, with possible extension according to client requirements.

Compensation: $32.43 per hour.

Regular Work Hours: From 9 am to 5 pm not including 1 hour unpaid lunch break, Monday to Friday (35.0 work hours per week).

Work Location: 100% onsite at client's Scarborough office.

Responsibilities Summary:

Administrative Assistant to provide diverse range of administrative, customer service and clerical support services to support Branch operations.

• Receive and screen telephone inquiries from the general public, staff, service suppliers and other internal and external stakeholders. Occasionally support upset or demanding clients. Respond directly to the request, relay messages or escalate the call accordingly.
• Update and maintain hardcopy and electronic records management system, retrieving and re-filing documents as requested and performing archiving functions according to provided records management policies and protocols, and in compliance with privacy legislation.
• Conduct information and electronic or online records searches as required.
• Compose, format, proofread and distribute correspondence, forms, lists, schedules and other documentation from written or verbally dictated information, using various templates.
• Participate in staff meetings and take minutes as required; follow up on action items.
• Administer payments programs, including opening new files, setting up payment schedules, preparing cheque requisitions, ensuring payment approvals, responding to client and service provider inquiries, and preparing payment reports. Manage Branch petty cash.
• Provide ad hoc first level technical support to Branch staff as needed.
• Provide various clerical services as required, including receiving, logging and processing incoming mail and faxes, photocopying, scanning and faxing documents; maintaining office supplies; booking meeting rooms and maintaining meeting and case assignment schedules; and completing and processing various tracking forms.
• Act as back-up to other administrative, clerical or reception positions, ensuring adequate coverage.
• Additional Branch and program administration responsibilities as required.

Qualifications:

Education: Secondary School Diploma.

Preferred Work Experience: At least 2+ years of recent Administrative experience at a comparable level of responsibility, and in a client-facing capacity.

Preferred Sector Experience: Community services or health care sector experience is an asset.

Technical and Language Skills Requirements:

• Strong MSOffice proficiency including Word, Excel and Outlook (will be tested).
• Preference for candidates with second language fluency (may be tested).
• Strong English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated commitment to client service and professional representation of the organization.
• Proficient de-escalation skills. Ability to surmount internal and external job pressures. Excellent listening skills, and the ability to provide and receive effective feedback.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes:

Recommended Application Date: We kindly request that you submit your resume right away, as our client will not accept new applications after Friday, April 25, 2025. We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through marberg.com.

Candidates are only contacted via official phone call, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.