Administrative Assistant

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We're seeking two volunteers whom will assist the organizations President and Vice President,

Administrative Assistants ensure the efficient day-to-day operation of office support.

Primary Duties and Responsibilities

Administrative Assistants perform a wide range of duties including some or all of the following:

Reception

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquires to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• Forward incoming general e-mails to the appropriate staff member
• Forward voice mail from the general mailbox to the appropriate staff member
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Back-up electronic files using proper procedures
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff
• Coordinate the maintenance of office equipment

Assist with financial management

• Use computer software to prepare invoices and financial statements
• Code and file financial material according to established records management procedures
• Process accounts payable ensuring timeliness and accuracy of information
• Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
• Prepare accurate bank reconciliations and deposits
• Administer petty cash according to established procedures
• Assist with financial reports as required
• Month end duties as required

Provide Board support

• With the Executive Director, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material to the Board
• Support the Board with meeting, travel and other arrangements
• Draft minutes of Board meetings for review by the Executive Director
• Create action list for management staff from board meetings

Education

• High School Diploma
• Post secondary education in business, computers, or office management is an asset

Professional designation

• None

Knowledge, skills and abilities

Proficiency in the use of computer programs for:

• Word processing
• Databases
• Spreadsheets
• Bookkeeping
• E-mail
• Internet

Proficiency in the use of office equipment:

• Computer
• Voice messaging systems
• Fax
• Photo copier

Personal characteristics

Administrative Assistants should demonstrate competence in some or all of the following:

• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

• 1-3 years experience in an office setting