Administrative Assistant I, SMART Program - Full-time

Description

Position at VON Canada (Ontario) Requisition Details : Employment Status : Regular, Full-time (1.0 FTE)

Program Name : SMART Program

Number of Hours Bi-Weekly : 75

Work Schedule : Days

On Call : No

Existing Vacancy : Yes - we're currently hiring candidates for an existing vacancy in this position. Job Summary : The Administrative Assistant I is responsible for administrative support functions to assist VON in providing quality service to the public. The position acts as a resource for the site management team and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, data entry and reporting and other related job functions. Key Responsibilities :

• Responds to any general inquiries, including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly, courteous manner.
• Responds to messages from the answering service as required.
• Greets and directs all in-office visitors and incoming calls.
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
• Responsible for the mail pick-up and drop off.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
• Schedules and organizes meetings and appointments as requested.
• Prepares all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
• Assists in the production of newsletters (including collection of material, typing / formatting and photocopying / printing) and in standardizing processes and forms.
• Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.
• Updates policies / procedures and manuals as required.
• Inputs relevant / information, statistics and data as directed for the efficient operation of the function and retrieves data reports.
• Prepares and reviews invoices for accuracy prior to payment.
• Orders supplies, receives and maintains an inventory of required supplies.
• Collaborates with teams to organize logistics for special projects, events and seminars.
• Performs other duties as assigned.

Common Responsibilities :

External and Internal Relationships :

Education, Designations and Experience :

Skill Requirements :

Other :

Working conditions and physical demands : This role requires a detail-oriented approach in a dynamic environment, with 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, with some tasks requiring fine hand movements.

VON Canada is committed to embracing and celebrating equity, diversity, and inclusion (EDI) as fundamental to living out our values of Respect, Compassion, and Excellence in all that we do.