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Administrative Assistant I (Reception)
Competition Number# SSA-0094
Perform reception duties while ensuring exceptional customer service and office operations.
Provide broadly focused administrative functions and direct incoming inquiries making all employees and visitors feel welcome.
Administrative Support & Office Coordination
Extensive knowledge of the functions, purposes and programs of SIIT to answer and direct routine inquiries
Maintenance and tracking of staff attendance
Answering the phone, transferring calls to the appropriate staff member, take messages as required
Receiving, sorting, and sending mail, courier packages, and faxes
Determine nature of visitors' business and provide appropriate information
Purchase and maintain adequate supply levels as required such as general office and coffee supplies
Efficient and detailed electronic and paper file management processes
Experience and use of Microsoft suite of applications (Word, Excel, and PowerPoint)
New employee phone set up and maintenance: including voicemail set up, updates to all employees direct lines, troubleshoot problems and make service calls
Strong knowledge on all office equipment to provide effective support and troubleshooting assistance for employees
Coordinate meetings including booking of meeting rooms, meeting request notices, ordering meals, set up, clean up and AV requirements
Management of the front office which includes being responsible for opening and closing the office.
Successful completion of a business certificate or diploma, combined with two years of reception experience. Must be prompt, reliable, and exhibit excellent oral and written communication skills. Minimum 55 60 wpm is required.
Required Competencies:
Effective Communication
Relationship Building
Results Oriented
Client Focus
Teamwork
Attention to Detail
Essential Skills
- Reading text
- Document use
- Oral communication
- Working with others
- Job task planning and organizing
- Computer use
Transportation/Travel Information
- Own transportation
Technical Terminology
- Business
Specific Skills
- Send and receive messages
- Provide general information to clients and the public
- Receive and forward telephone or electronic enquiries
- Process incoming and outgoing mail manually or electronically
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Area Of Specialization
- Correspondence
Work Location Information
- Urban area
Work Conditions and Physical Capabilities
- Combination of sitting, standing, walking
- Sitting for extended periods
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- Windows
- MS Word
- Excel
- Electronic mail
- General office equipment
- Internet browser
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