Administrative Assistant
- Markham, ON, Canada
Part-time
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Job details
- Job type
- Part-time
- Apply by
- Working hours
- 17.5 hours per week
- Posting language
- English
- Posted
Original job description
Job Description
We are seeking a customer service-oriented Administrative Assistant to support the Autism Services program and report to the Program Manager. The successful candidate will provide a broad range of administrative and reception support, serving as a first point of contact for clients, families, service providers, and visitors. Responsibilities include coordinating appointments and meeting bookings, managing incoming and outgoing correspondence, preparing and tracking client documentation, supporting secure document distribution through OneSpan and Secure File Sharing platforms, and maintaining accurate electronic client records. Additional duties include processing invoices and payments, performing data entry across multiple systems, conducting file audits, maintaining office and PPE inventories, supporting office operations and special projects, and ensuring the efficient delivery of administrative services.
The position is 17.5 hours per week and is distributed over 3 days (17.5 hours) including evenings and Saturdays. The schedule may vary due to office coverage requirements. Evening and weekend availability is required.
Kinark’s office hours at 7271 Warden Ave, Markham, ON L3R 5X5:
Monday-Thursday 8:30a.m. -7:30 p.m.
Friday – Saturday 8:30a.m. – 4:30p.m.
Duties & Responsibilities:
We are seeking a customer service-oriented Administrative Assistant to support the Autism Services program and report to the Program Manager. The successful candidate will provide a broad range of administrative and reception support, serving as a first point of contact for clients, families, service providers, and visitors. Responsibilities include coordinating appointments and meeting bookings, managing incoming and outgoing correspondence, preparing and tracking client documentation, supporting secure document distribution through OneSpan and Secure File Sharing platforms, and maintaining accurate electronic client records. Additional duties include processing invoices and payments, performing data entry across multiple systems, conducting file audits, maintaining office and PPE inventories, supporting office operations and special projects, and ensuring the efficient delivery of administrative services.
The position is 17.5 hours per week and is distributed over 3 days (17.5 hours) including evenings and Saturdays. The schedule may vary due to office coverage requirements. Evening and weekend availability is required.
Kinark’s office hours at 7271 Warden Ave, Markham, ON L3R 5X5:
Monday-Thursday 8:30a.m. -7:30 p.m.
Friday – Saturday 8:30a.m. – 4:30p.m.
Duties & Responsibilities:
- Provide reception and front-line customer service support, including greeting clients and visitors, managing visitor registration, and facilitating internal communications.
- Coordinate incoming and outgoing correspondence, including regular mail, courier services, package deliveries, and document distribution.
- Generate invoices, process payments, and issue receipts accurately and in a timely manner.
- Support the setup and maintenance of meeting and training rooms, as well as ensure common areas and kitchen spaces remain organized and presentable.
- Schedule and coordinate appointments, meetings, and bookings for clients and external stakeholders.
- Prepare, distribute, and follow up on OneSpan and Secure File Sharing Portal documentation and communications for clients and service recipients.
- Upload, organize, and maintain client documentation within electronic filing systems, ensuring accuracy and completeness.
- Record and track files and documentation designated for archiving in accordance with organizational procedures.
- Perform accurate data entry and record maintenance across multiple systems, including EMHware and Amilia.
- Monitor office supplies and personal protective equipment (PPE) inventory levels, coordinate with vendors, and facilitate supply ordering and replenishment.
- Conduct file audits to ensure documentation is current, complete, and contains all required client and service provider authorizations and signatures.
- Provide administrative support across the office, including assisting with projects, client communications and mailings, and providing coverage for other administrative functions as required.
- Utilize organizational systems and databases to support operational, financial, and administrative processes.
- Perform other related duties and responsibilities as assigned.
- Community College Diploma in a related field or equivalent work experience supporting clients
- Sound knowledge of administrative practices
- Proven Word, Excel, Power Point and Outlook skills
- Winning team attitude and ability to work independently
- Excellent interpersonal and customer service skills
- Ability to learn new software as needed
- Excellent time management, organizational and self-planning skills
- Candidates Bilingual in English and French will be given special consideration.
More about this job
Responsibilities
Provide reception and administrative support for the Autism Services program, including customer service, appointment coordination, correspondence, client documentation, and electronic record maintenance. Process invoices and payments, conduct file audits, manage office and PPE supplies, and assist with office operations and projects.
Requirements
A community college diploma in a related field or equivalent experience supporting clients is required, along with knowledge of administrative practices and proficiency in Word, Excel, PowerPoint, and Outlook. Candidates should have strong interpersonal, customer service, organizational, time-management, and independent-working skills, and be able to learn new software; English-French bilingual candidates receive special consideration.
Skills
- Customer Service
- Reception Support
- Appointment Scheduling
- Correspondence Management
- Invoice Processing
- Payment Processing
- Data Entry
- Electronic Records Management
- File Auditing
- Document Management
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Time Management
- Organization
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Customer Service & Support
- Healthcare
- Social Services
- Finance & Accounting
Keywords
- Autism Services
- Administrative Support
- Reception
- Customer Service
- Appointment Scheduling
- Correspondence
- Client Documentation
- Electronic Client Records
- OneSpan
- Secure File Sharing Portal
- EMHware
- Amilia
- Invoice Processing
- Payment Processing
- Data Entry
- File Audits
- Archiving
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Office Supplies
- Personal Protective Equipment
- Meeting Coordination
- Client Communications
- Vendor Coordination