Administrative Assistant

Description complète du poste
Please note: This job posting will close on February 7, 2025, and this posting is for an existing vacancy.

Objective:
The Administrative Assistant provides administrative support to ensure the efficient operation of the OFIFC office. This role involves a variety of tasks related to organization and communication. The Administrative Assistant will be responsible for assisting in daily office needs and managing the OFIFC’s general administrative activities ensuring efficient day-to-day office operations. Disclaimer: This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization.

Key Deliverables:
To provide effective and efficient administrative functions that support day-to-day operational activities and ensure administrative processes are aligned with OFIFC’s long-range strategic plan.

Key Responsibilities:
Administrative and Clerical Support (75%):

1. Prepares and formats a variety of word documents, spreadsheets, and presentations as required;
2. Drafts correspondence as required, including processes for Administration manual;
3. Files incoming mail and distributes deliveries;
4. Prepares, logs, and sends out outgoing mail, mass mailings, and deliveries;
5. Prints, photocopies, faxes, and scans documents;
6. Entering, transcribing, recording, storing, maintaining, and filing all OFIFC’s official records (hard copy and electronic-copy, such as central files, reports, correspondence, emails, etc.) in accordance with OFIFC’s Records Management system;
7. Assists staff with ensuring electronic filing is complete including but not limited to reports, correspondence, emails, and other such documents;
8. Retrieves filed documents when requested;
9. Updates and maintains electronic databases and Outlook calendars;
10. Prepares and distributes meeting minutes;
11. Schedules, coordinates, and sets up internal/external meeting room logistics (includes inventory, reconciliations, and maintenance of meeting room supplies);
12. Coordinates workshop and travel arrangements through preferred travel agency (includes registrations, reconciliations, materials, hotels, caterers, flights, transfers, etc.);

Office Administration (20%):

1. Coordinates office supply requests;
2. Researches, obtains quotes, purchases, and maintains workgroup promotional materials;
3. Maintains inventory of OFIFC’s Resource Library and Long Term Storage area;
4. Performs reception relief duties;
5. Participates in new hire orientation and workstation set up;
6. Assists with the maintenance of clean and professional work areas;
7. Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Other (5%):

1. Keeping up-to-date technically and applying new knowledge to your job;
2. Promotes a healthy, safe work environment;
3. Performs other duties, related to the position, as assigned by the Executive Director or designate.

Education/Work Experience:
High school diploma/GED
3 – 5 years of administrative experience
Post-secondary education in office administration or a related discipline desirable

Behavioural Competencies:

1. Adaptability
2. Interpersonal Skills
3. Service Delivery
4. Proactive / Takes Initiative
5. Judgement
6. Team Player

Technical Competencies:

1. Outstanding organisational skills (includes time, space, and task management)
2. Excellent communication skills (including listening, oral, written, and telephone/email)
3. High proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.)
4. Proficiency with office equipment (computer, fax, photocopier, scanner, etc.)
5. Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

What we offer:
Culture-based organization
Hiring Range: $49,000 – $52,675
Registered Pension Plan – Employer Matching
Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)
Hybrid working model (2 days in office)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups: Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply. Preference will be given to qualified Turtle Island Indigenous people or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.

Accommodation:
The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Pre-screen Interviews are scheduled to take place February 11 – 14, 2025.
Formal interviews are scheduled to take place February 24 – 28, 2025.
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