Position: Receptionist/ Administrative Assistant Hourly Salary: $20.04 – $24.65 hourly
Reports to: Supervisor Community Services Reference #: ADM-0710-01
Status: Casual/Relief Location: Sault Ste. Marie
Posting Date: July 10, 2023 Closing Date: July 17, 2023 @ 4:30 pm.
JOB SUMMARY Reporting to the Supervisor of Community Services and Strategic Initiatives, the Receptionist plays a strategic and integral role in our clinical services and programs. The receptionist will:
- Handle the telephone communications system including the switchboard and paging system.
- Carry out day-to-day administrative functions related to the support required for reception including welcoming clients and other visitors
- Organizing incoming and outgoing mail and deliveries, including distribution to appropriate staff
- Organizing general office supplies and ensuring appropriate inventory levels
- Assisting with meeting logistics, scheduling, and booking meeting rooms as required.
- College diploma in Office Administration – Executive or equivalent
- Two (2) years of office experience.
- Ability to manage complex telephone communications, PA system, and computer communications systems.
- Ability to complete tasks efficiently and accurately with minimal supervision.
- Proficiency in use of computers and a variety of software applications (Microsoft Suite)
- Knowledge of, and experience with, client information data collection processes and data entry practices, particularly related to the EMHWare, Catalyst and MIS databases.
- Knowledge of, and experience with, MIS data collection processes and data entry practices.
- Knowledge of other agencies and services within our community.
- Excellent communication, time-management, and organizational skills.
- Pleasant manner and calm demeanor when dealing with the public.
- Ability to provide written and verbal services in English and a minimum of the basic level of conversational French required.
- Availability to work flexible hours including evenings and occasional weekends.
- Ability to work in a team environment.
- Possession of a valid Ontario Driver’s License (minimum of Class G2 if over the age of 19, and Class G license if 19 and under), ability to travel, and use of a personal vehicle.
- Physical Effort: Physical activity is limited. Some time spent in a comfortable sitting position with the opportunity to move about. Minimal out-of-office travel.
- Physical Environment: Located in a comfortable indoor area, however, any unpleasant conditions are related to out-of-office travel.
- Sensory Attention: A high level of concentration, attention, and sensitivity to verbal interactions and written communication.
- Working Environment: There are pressures to balance competing demands for the human, fiscal, program, and physical resources. There is pressure for results with attention to deadlines. This position must also attend to situations and interactions concerning staff. There may be minimal travel requirements to the organization’s other sites.
DUTIES AND RESPONSIBILITIES:
- Manage the telephone communications system including the switchboard and paging system. Direct calls to appropriate staff as required. Make calls as directed.
- Greet and receive walk-in visitors and notify staff of their arrival. Keep a record (sign-in sheet) of incoming visitors to the agency.
- Track staff calendars in order to provide appropriate responses to clients.
- Ensure necessary documentation and materials are prepared and forwarded in a timely fashion to Reception for Canada Post or Purolator delivery.
- Maintain well-organized and up-to-date filing systems (both electronic and hard copy), as required.
- Develop and maintain an efficient daily mail delivery system including the distribution of mail to appropriate staff.
- Order general office supplies for the agency and maintains appropriate inventory levels.
- Monitor the fax/mail room and waiting areas for tidiness.
- Maintain and record all sign-in/out privileges for the agency vehicles, cell phones and visitor passes.
- Coordinate and prepare meetings, including preparing agendas and minutes and assisting with meetings logistics, scheduling in-house meeting rooms, as required.
- Actively participate as a team member in conjunction with Agency staff, and in particular, with fellow Administrative Assistant Staff.
- Participate in cross-training with fellow Administrative Assistant Staff, including being able to provide necessary training to other Administrative Assistants, as required, as part of the Agency’s collective efforts to ensure essential and appropriate coverage and Cross-training is available at all times from the Administrative Assistants’ Team.
- Participate in special projects, from time to time, as required.
- Take initiative in developing a personal professional development plan.
- Assume other responsibilities as assigned from time to time.
This position falls within the bargaining unit represented by the OPSEU.
Algoma Family Services (AFS) is dedicated to building a workforce that reflects the diversity of the community in which we live and serve. AFS encourages applications from all qualified individuals. Applicants that may require accommodation during the selection process are encouraged to notify HR when contacted for an interview. PLEASE SEND YOUR COVER LETTER AND RESUME TO firstname.lastname@example.org # ADM-0710-01