Administrative, Assistant - Temporary Part-time

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. To be eligible, youth 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, and

have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

Temporary, Part-time (0.9 FTE)

Number of Hours Bi-Weekly: 70

Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

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, and other related job functions.

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 in-coming calls.

Responsible for the mail pick-up and drop off.

Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.

Updates policies/procedures and manuals as required.

Inputs relevant information and produce reports, statistics and data as directed for the efficient operation of the function.

Orders supplies, receives and maintains an inventory of required supplies.

Collaborates with teams for to organize logistics for special projects, events and seminars.

Promotes the goals and values of VON and their role as an integrated community care provider.

Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.

Abides by all VON policies and work practices.

Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.

Works in collaboration with other staff in a team approach to service delivery.

Communicates regularly and follow up with employees, managers and corporate services staff.

Communicates with the public contacting VON.

Post-secondary education in office administration, office information technology or a related field or related relevant experience

Customer service training an asset

Proficiency in Windows OS and MS Office Suite programs

Experience with scheduling software and Cognos is considered an asset

Experience with a unionized environment is considered an asset.

Excellent customer service skills

Criminal records and vulnerable sector check

The use of Personal Protective Equipment (PPE) may be required

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.