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Reporting to the Executive Director, the Administrative Assistant performs a wide range of administrative and office support activities to facilitate the efficient operation of the organization. Responsibilities may involve matters highly confidential in nature. The Administrative Assistant should be comfortable around those with physical and intellectual disabilities and be aware of the issues they may encounter. This is an out of scope position.
Maintain master list of staff appointments, recording movement of staff to new positions, changes in positions, hours of work, number of shifts, etc.
Calculate the Resident monthly attendance and enter totals in spreadsheets by House, for quarterly submission to Social Services.
Record and deposit resident and tenant rent. Prepare quarterly report on same for submission to Social Services.
Assist with payroll function by gathering and verifying staff time sheets, resolving any discrepancies under direction of Residential Manager, distributing pay stubs
Issue manual cheques for approved invoices, photocopy and mail same.
Maintain and reconcile Petty Cash
Assemble Orientation packages for new hires.
Issue letters of employment to new hires.
Administration assistance of Staff Pension, Benefits and Insurance.
Maintain employee records.
General office duties: Answer, screen and transfer inbound phone calls; receive and direct visitors, staff and residents; open, sort and distribute incoming correspondence; maintain electronic and hard copy filing system; retrieve documents from filing system; handle requests for information and data from government agencies, residents, staff; general clerical duties including photocopying, fax and mailing; prepare written responses to routine enquiries; prepare and modify documents including correspondence, reports, drafts, memos and emails; record, compile, transcribe and distribute minutes of meetings; maintain office supply inventories.
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Transportation/Travel Information
- Own transportation
- Valid driver's licence
Technical Terminology
- Financial
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare and format page presentation
- Perform basic bookkeeping tasks
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Not-for-profit organization
Area Of Specialization
- Invoices
- Correspondence
- Contracts
- Charts, tables, graphs and diagrams
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Combination of sitting, standing, walking
- Bending, crouching, kneeling
- Sitting for extended periods
Security and Safety
- Bondable
- Basic security clearance
- Criminal record check (abstract)
- Confidential security clearance
Own Tools/Equipment
- Office equipment and supplies
- Computer
- Printer
- Internet access
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- Windows
- WordPerfect
- MS PowerPoint
- MS Word
- Excel
- Electronic mail
- Database software
- Presentation software
- General office equipment
- Internet browser
- Simply Accounting
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