Administrative Assistant I, Meals on Wheels - Part-time 0.6

Requisition Details:

Employment Status: Permanent, Part-time (0.6 FTE)

Program Name: Meals on Wheels

Number of Hours Bi-Weekly: 45

Work Schedule: Days

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 general inquiries, answers telephone calls, and greets visitors courteously.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and incoming calls.
• Ensures timely distribution of incoming and outgoing correspondence.
• Responsible for mail pick-up and drop-off.
• Answers general inquiries regarding the organization with informed responses.
• Distributes departmental mail, including mail outs and internal mail.
• Schedules and organizes meetings and appointments.
• Prepares general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents.
• Assists in newsletter production and standardizing processes and forms.
• Manages filing systems ensuring accuracy, security, and confidentiality.
• Updates policies, procedures, and manuals as needed.
• Produces reports, statistics, and data as directed.
• Orders supplies and maintains inventory.
• Organizes logistics for projects, events, and seminars.
• Receives and processes donations and bill payments.
• Prepares bank deposits.
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly with employees, managers, and staff.

Education, Designations, and Experience:

• Post-secondary education in office administration, information technology, or relevant experience.
• Proficiency in Windows OS and MS Office Suite.
• Experience with scheduling software and Cognos is an asset.
• Experience in a unionized environment is an asset.

Skill Requirements:

• Excellent oral and written communication skills.
• Strong organizational skills with the ability to prioritize and multitask.
• Excellent customer service skills.
• High accuracy and attention to detail.
• Ability to work independently and in a team.
• Maintain confidentiality at all times.

Other:

• Criminal records and vulnerable sector check required.
• 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, involving physical activities such as lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements emphasizing good body mechanics. Tasks include walking, sitting, standing, climbing stairs, and fine hand movements throughout the day.