Administrative Assistant I, Meals on Wheels - Full-time

VON Canada; Yarmouth; On-site; CAD 40,000 - 60,000; Full time

Job summary

A leading company in community services is currently seeking an Administrative Assistant I to provide essential administrative support for their Meals on Wheels program. The successful candidate will handle correspondence, assist with logistics for meetings and events, and facilitate communication among team members. Ideal candidates will have strong organizational and customer service skills and relevant educational background.

Qualifications

• Post-secondary education in office administration or related relevant experience.
• Proficiency in Windows OS and MS Office Suite programs.
• Experience in a unionized environment is considered an asset.

Responsibilities

• Responds to general inquiries and greets visitors in a friendly manner.
• Manages filing systems ensuring accuracy, security, and confidentiality.
• Prepares general correspondences, reports, and ensures proper distribution.

Skills

Excellent oral and written communication skills

Strong organizational skills

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

Education

Post-secondary education in office administration or related field

Relevant experience in office administration

Tools

Windows OS

MS Office Suite

Scheduling software

Cognos

Job description

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Meals on Wheels
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call:u00A0No
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.u00A0 u00A0 Job Summary:u00A0 u00A0 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. u00A0 Key Responsibilities may include:u00A0

• 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 for to organize logistics for special projects, events and seminars.
• Receives and receipts donation, and bill payments.u00A0
• Prepares bank deposits.u00A0 u00A0
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly and follow 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 experienceu00A0
• Proficiency in Windows OS and MS Office Suite programsu00A0
• Experience with scheduling software and Cognos is considered an assetu00A0
• Experience with a unionized environment is considered an asset.

Skill Requirements:u00A0

• 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.u00A0 u00A0 Attention Current Employees (Internal Applicants): If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). u00A0If the posting remains open after the initial deadline, VON may close the posting at itsu2019 discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.