Administrative Assistant I, SMART Program - Full-time

VON Canada; Barrie; On-site; CAD 35,000 - 50,000; Full time

Job summary

VON Canada is seeking an Administrative Assistant I for their SMART Program. This full-time position requires strong organizational skills and offers a chance to contribute to important administrative functions that enhance community services. Ideal candidates will have post-secondary education and experience with MS Office. Apply now to be part of a team focused on maintaining active roles for seniors.

Qualifications

• Requires proficiency in Windows OS and MS Office.
• Experience in a unionized environment is an asset.
• Criminal records check and PPE usage may be required.

Responsibilities

• Provide administrative support to management and assist with inquiries.
• Manage correspondence, schedules, and documentation.
• Maintain filing systems and inventory of office supplies.

Skills

Communication

Organization

Attention to detail

Education

Post-secondary education in office administration or related field

Tools

MS Office Suite

Scheduling software

Cognos

Job description

Join to apply for the Administrative Assistant I, SMART Program - Full-time role at VON Canada

Join to apply for the Administrative Assistant I, SMART Program - Full-time role at VON Canada

Employment Status : Regular, Full-time (1.0 FTE)

Employment Status : Regular, Full-time (1.0 FTE)

Program Name : SMART (Seniors Maintaining Active Roles Together)

Number of Hours Bi-Weekly : 75

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. Savvy technical experience is preferred.

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 for to organize logistics for special projects, events and seminars.
• Receives and receipts donation, and bill payments.
• 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 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
• 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.

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). If the posting remains open after the initial deadline, VON may close the posting at its’ 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.

Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Wellness and Fitness Services, Hospitals and Health Care, and Non-profit Organizations

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