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Job Title:
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Administrative Assistant
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Number of position(s):
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One (1)
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Job Type:
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6-Month Temporary Full Time Unionized position (35 Hours/Week: Monday to Friday)
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Language:
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English required (Bilingualism is an asset)
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Reports to:
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Office Manager
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Vacancy:
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Existing Vacancy
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JOB SUMMARY
The Administrative Assistant will work as part of the administrative team, sharing reception duties alongside another administrative assistant, with the responsibility to assist the Management Team by providing coordination activities, logistical and clerical support. Promote Ottawa Salus and its mission by being aware of, and sensitive to, our clientele’s needs, rights, and concerns.
Areas of responsibility for this position include, but are not limited to, the following:
RESPONSIBILITIES
Reception Duties
- Mails out info packs with application forms for people applying for housing and support services.
- Maintains a float to collect rents and activity fees from clients and issues receipts.
- Performs general reception duties including telephone, greeting visitors, taking messages, taking rents and issuing receipts.
- Reports staff absences to managers and accounting; cancelling appointments if required.
- Maintains the cleanliness of common areas including the kitchen, boardrooms, waiting room, computer room etc.
- Performs daily opening and closing procedures of the office.
- Set up phone extensions and voice mailboxes.
- Maintains and purchases grocery and cleaning supplies.
Document Production/Staff Support
- Prepares and designs documents, letters, memos, reports, staff ID’s, etc.
- Uses advanced features of word processing, database, spreadsheet, and presentation software (e.g. mail merge, tables, macro functions, template design, etc.)
- Updates Salus website.
Equipment Purchase and Maintenance
- Assists in purchasing or upgrading office equipment and keeps inventory.
- Monitors functioning of all office equipment. (Photocopier, fax machine, shredder, etc.)
- Postage meter: set-up and maintenance.
- Phone System: set-up and maintenance of automatic greetings, staff voicemail-set-up and troubleshooting, etc.
- Security surveillance system maintenance and footage review as necessary.
Shared Property Management Support
- Maintains a log of reported maintenance repairs. Distinguished between emergency and non-emergency repairs, and reports emergency calls to the maintenance staff.
- Maintains a log of meeting room use and coordinates the meeting room set-up with on-site maintenance staff.
- Coordinates transition of maintenance/manager on-call coverage.
- Coordinates and documents monthly fire/annual fire alarm testing.
- Coordinates annual A/C installations, including scheduling of work and tenant payment plans.
- Coordinates and documents replacement key/key fob replacements for tenants.
- Maintains and monitors monthly utility log.
Shared Housing Support
- Maintains familiarity with Ottawa Salus housing criteria and capacity.
- Forwards application to Fisher for the Transitional Rehabilitation Program.
- Distributes updated tenant list to reception, bookkeeper, property manager, on-call managers. Fisher on-call and the housing coordinator.
- Maintains resident housing list.
Shared General Office Duties
- Keeps forms/brochures stocked in waiting room, general area and team rooms (Fax Transmittal forms, Request for Funds forms, Application forms, etc.)
- Orders office supplies and maintains inventory for Head Office and Remote Sites (paper, toner, printer cartridges, envelopes, letterhead, envelopes, furniture, etc.)
- Recommends needed purchases to Office Manager.
- Maintains the office filing system (both electronic and paper files).
- Assists staff who are having problems using office equipment, computer hardware and software, fax machine, photocopier, etc.
- Maintains weekly schedules.
- Posts outgoing mail daily (including courier as needed); collects, dates and distributes mail and faxes.
- Updates and distributes staff directory.
- Prepares boardroom, provides refreshments, and orders food for meetings as required.
- Other duties assigned to the admin staff as required by managers.
QUALIFICATIONS
- High School Diploma or equivalent plus formal administrative training
- Administrative experience in an office setting
- Knowledge of computer systems
- Proficiency in various computer software programs
- Familiarity and comfort with Salus’ clientele
PRE HIRING REQUIREMENTS
- Academic Certificates
- Criminal reference check
- Eligible to work in Canada
- Proof that the successful candidate has received both doses of a Health Canada approved COVID 19 vaccine at least 14 days before the first day of work, subject always to Ottawa Salus’ duty to accommodate under the Ontario Human Rights Code.
KNOWLEDGE
- Knowledge and experience with common office equipment (e.g. multiple phone lines, fax machines, photocopiers, postage meters, etc.)
- Knowledge of professional reception and courteous customer service practices.
- Knowledge of office suite products (Microsoft Office, Zoom, WordPress, OneDrive), database software essential (construction and management), and Microsoft Windows latest version.
SKILLS
- Excellent communication, public relations, and interpersonal skills.
- Ability to handle interactions in a professional, discreet manner, reflecting an understanding of mental health related issues and services.
- Ability to resolve workplace conflict with manager and colleagues.
- Time management skills, create work plans, work to deadlines.
- Demonstrates an ability to work on a team in a multi-tasking environment as well as work independently with little direction.
- Demonstrates initiative, an ability to solve problems and use sound judgement in decision making.
- Ability to manage stress at work
- Demonstrate capacity to synthesize and process information from many different sources.
- Competence in designing/writing promotional material.
- Superior organization skills, filing skills.
- Ability to use advanced features of word processing, database, spreadsheet, and presentation software (e.g. mail merge, tables, macro functions, template design, etc.)
- Skills in operating and trouble-shooting common office equipment.
SUITABILITY
- Displays values and attitudes in keeping with the Salus mission statement (respect, sensitivity, integrity, belief in rights of persons with psychiatric disabilities).
- Demonstrates a courteous and professional demeanor, tact and diplomacy.
- Understands and respects confidentiality.
- Sound judgment and common sense in decision making.
- Openness to guidance and direction.
- Commitment to work.
- Is able to handle pressure and changing work demands.
Why Work at Ottawa Salus?
Salus has a proven record of successfully supporting clients with serious and persistent mental health and substance use health issues to live their best possible life. Regardless of their role in the organization, our staff are passionate about their work and supporting clients on their journey to recovery. If you are someone that wants to make the world a better place and bring hope to others, you will love working here.
We offer all these benefits and many more including:
- generous Health benefits and pension plan (HOOPP)
- compressed work week
- paid vacation days
- a friendly team who create a great work environment
