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Administrative Assistant I, Meals on Wheels (CSJ) - Temporary, Part-time 0.9

VON Canada

Ontario

On-site

CAD 30,000 - 50,000

Part time

29 days ago

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Job summary

An established industry player is seeking an Administrative Assistant I to provide essential support in a dynamic environment. This role involves managing correspondence, scheduling meetings, and ensuring the smooth operation of office functions. The ideal candidate will possess strong communication and organizational skills, along with a keen attention to detail. This position offers a unique opportunity to contribute to meaningful projects while gaining valuable experience in a supportive team setting. If you are passionate about delivering quality service and thrive in a fast-paced environment, this role is perfect for you.

Qualifications

  • Post-secondary education in office administration or related field is required.
  • Proficiency in MS Office Suite and scheduling software is essential.

Responsibilities

  • Provide administrative support and respond to inquiries from staff and clients.
  • Manage correspondence, schedules, and maintain filing systems.

Skills

Excellent oral and written communication skills
Strong organizational skills
Excellent customer service skills
High level of accuracy and attention to detail
Ability to maintain confidentiality
Ability to work independently and within a team

Education

Post-secondary education in office administration
Relevant experience in office information technology

Tools

MS Office Suite
Windows OS
Scheduling software
Cognos

Job description

Canada Summer Jobs (CSJ) is a program under the Youth Employment and Skills Strategy (YESS), which 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, 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 in accordance with relevant provincial or territorial legislation and regulations

Requisition Details:

Employment Status: Temporary, Part-time (0.9 FTE)
Program Name: Meals on Wheels
Number of Hours Bi-Weekly: 70
Work Schedule: Days
Anticipated End Date: All CSJ positions will end by August 30, 2025
On Call: No
Existing Vacancy: Yes – we’re currently hiring candidates for an existing vacancy in this position

Job Summary:

The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions.

Key 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 in-coming 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 correspondences, 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.
  • Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
  • Updates policies/procedures and manuals as required.
  • Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.
  • Orders supplies, receives and maintains an inventory of required supplies.
  • Collaborates with teams to organize logistics for special projects, events and seminars.
  • Receives and receipts donation and bill payments.
  • Prepares bank deposits.
  • Performs other duties as assigned.

External and Internal Relationships:
  • Communicates regularly and follows up with employees, managers and corporate services staff.

Education, Designations and Experience:
  • 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
  • Experience with scheduling software and Cognos is considered an asset
  • Experience with a unionized environment is considered an asset.

Skill Requirements:
  • 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

Other:
  • Criminal records and vulnerable sector check
  • The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.
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