Administrative Assistant I, Branch Operations - Full-time

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Branch Operations
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Union/Bargaining Unit: UNIFOR
On-Call: No

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.

1. 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.
2. Responds to messages from the answering service as required.
3. Greets and directs all in-office visitors and in-coming calls.
4. Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
5. Responsible for the mail pick-up and drop off.
6. Answers general inquiries regarding the VON organization with informed and satisfactory responses.
7. Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
8. Schedules and organizes meetings and appointments as requested.
9. Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.
10. Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.
11. Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality.
12. Updates policies/procedures and manuals as required.
13. Inputs relevant information and produces reports, statistics and data as directed for the efficient operation of the function.
14. Orders supplies, receives and maintains an inventory of required supplies.
15. Collaborates with teams to organize logistics for special projects, events and seminars.
16. Receives and receipts donation and bill payments.
17. Prepares bank deposits.
18. Performs other duties as assigned.

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

• Post-secondary education in office administration, office information technology or a related field or related relevant experience
• 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 oral and written communication skills
• Strong organizational skills with an ability to prioritize and multi-task
• Excellent customer service skills
• High level of accuracy and attention to detail
• Able to work both independently and within a team
• Ability to maintain confidentiality at all times

• Criminal records and vulnerable sector check
• The use of Personal Protective Equipment (PPE) may be required

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.

If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.