Administrative Support Agent – Class I (Regular Full-time)

ROLE SUMMARY :

The principal and customary work of the employee in this employment class consists in receiving and forwarding telephone calls and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his / her area.

DUTIES :

• Print, scan and photocopy work submitted by professors, and occasionally, other departments including administration.
• Print, photocopy and bind manuals.
• Receive and forward incoming telephone calls.
• Provide assistance with the digitizing documents, converting from or to PDF and making them interactive.
• Provide assistance with the communication of special events through digital displays and Omnivox.
• Establish long distance calls.
• Order office supplies.
• Maintain photocopiers, and advise Xerox / Ricoh companies when repairs are required.
• Ensure that a sufficient supply of paper, staples, etc. is available to employees using photocopiers.
• Maintain fax machine, distribute faxes received and order paper for machine.
• Receive and distribute mail, weigh (when necessary) and affix correct postage on outgoing mail.
• Receive deliveries from outside courier companies.
• Receive, stamp and distribute student assignments.
• Direct visitors and students to respective offices and provide necessary information.
• Periodically verify balance in postage meter and requisition money for meter as necessary.
• Assign mailboxes to new professors according to a list supplied.
• Keep an up-to-date filing system as per the College’s classification system.
• Keep an up-to-date inventory of office supplies.
• Report any building related problems to Building Services.
• Follow specific procedures in case of an emergency.
• Apply guidelines and procedures / policies related to the service (i.e. visitor guidelines, first aid procedures, etc.).
• May be asked to take part in College-wide activities.
• Assist in handling calls related to deliveries (back-up).
• Use and provide assistance with the use of the PA system when needed.
• Use different communication tools to help disseminate some information at the college (i.e. use of Omnivox, TV sets, etc.).
• Provide assistance with the use of college emergency procedures (first aid, evacuation, etc.)
• Provide assistance to Human Resources when required.
• If need be, perform any other related tasks.

MINIMUM QUALIFICATIONS REQUIRED :

• Must have a secondary school diploma (DES) in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.
• Must have at least one (1) year of pertinent experience.
• Must possess very good communication skills in English and in French (oral, written and comprehension).
• Experience as a user with Microsoft Office, Teams and Outlook is essential.
• Must like working in high complexity fast pace environment.
• Must have the ability to work in a sometimes-ambiguous environment.

ADDITIONAL QUALIFICATIONS :

• Must possess excellent communication, organizational and interpersonal skills.
• Must have excellent analytical and problem-solving skills.
• Must be diligent, dynamic, creative and detail oriented.
• Must be able to work independently with minimal supervision, and have the ability to work as part of a team.
• Must be able to work effectively with respect to deadlines and produce accurate results.
• Must be flexible and able to adapt quickly to different situations.
• Must have excellent customer service skills.
• Must have a strong work ethic and exercise discretion.

SALARY RANGE (PER HOUR) :

22.36$ - 25.00$