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About the Role

The Administrative Assistant I provides essential administrative support to VON, ensuring the smooth delivery of quality services to the public. This role serves as a key resource for the site management team and office staff, handling correspondence, document creation, and various other administrative functions.

Responsibilities

• Respond to general inquiries, including answering telephone calls and greeting staff, volunteers, clients, and visitors courteously.
• Respond to messages from the answering service as required.
• Greet and direct all in-office visitors and incoming calls.
• Distribute incoming and outgoing correspondence in a timely manner.
• Manage mail pick-up and drop-off.
• Provide informed and satisfactory responses to general inquiries about the VON organization.
• Distribute departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedule and organize meetings and appointments.
• Prepare general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents.
• Assist in the production of newsletters, including material collection, typing, formatting, photocopying, and printing.
• Standardize processes and forms.
• Manage filing systems for all client, personnel, and general files, ensuring accuracy, security, and confidentiality.
• Update policies, procedures, and manuals as required.
• Input relevant information and produce reports, statistics, and data for efficient operation.
• Order supplies and maintain an inventory of required supplies.
• Collaborate with teams to organize logistics for special projects, events, and seminars.
• Perform other duties as assigned.
• Promote the goals and values of VON and their role as an integrated community care provider.
• Promote a safe and healthy workplace in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System.
• Abide by all VON policies and work practices.
• Abide by all confidentiality and protection of personal information policies, regulations, and practices.
• Work in collaboration with other staff in a team approach to service delivery.
• Communicate regularly and follow up with employees, managers, and corporate services staff.
• Communicate with the public contacting VON.

Requirements

• Must be between 15 and 30 years of age at the beginning of the employment period.
• Must be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment.
• Must have a valid Social Insurance Number at the start of employment.
• Must be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.
• Criminal records and vulnerable sector check required.
• Valid driver’s license and access to a reliable vehicle are required (program dependent).
• The use of Personal Protective Equipment (PPE) may be required.
• Requires a detail-oriented approach in a dynamic environment.
• Requires 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.
• Some tasks require fine hand movements.

Skills

• 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
• Proficiency in Windows OS and MS Office Suite programs
• Experience with scheduling software is considered an asset
• Experience with Cognos is considered an asset
• Experience with a unionized environment is considered an asset

Location

• Canada

Work Type

• Temporary
• Part-time
• 0.9 FTE
• 70 Hours Bi-Weekly

Experience Level

• Related relevant experience

Education Level

• Post-secondary education in office administration, office information technology or a related field
• Customer service training an asset

About the Company

• Canada Summer Jobs (CSJ) is a program under the Youth Employment and Skills Strategy (YESS), which aims to provide quality summer employment opportunities for youth to develop skills and gain paid work experience to successfully transition into the labour market.
• VON is a community care provider.