THE POSITION:
The Office Administrator position is responsible for a wide variety of clerical office duties in support of the administration of STC Employment & Training. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling appointments, and assisting with reporting.
RESPONSIBILITIES:
- Respond to telephone, e-mail, and in “person inquiries from clients, business partners, and other parties;
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization;
- rake and record telephone, e-mail, or Written messages for staff members;
- Receive and distribute all forms of paper correspondence;
- Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions;
- Provide information to staff and/or clients about special activities;
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence;
- Ensure staff sign-in board is updated frequently throughout the workday;
- Ensure proper and correct client information is recorded on the Client Assessment Form;
- Maintain record logs of walk-in appointments and visitors;
- Organize, maintain, and coordinate office records and files in their proper locations;
- Compile and track incoming correspondences from phone calls received for monthly reporting;
- Prepare reports in Excel;
- Provide administrative support for the ETS Director and the ETS Managers;
- Prepare documents such as letters, memos, reports, agendas, and presentations required for meetings;
- Coordinate logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, travel and events;
- Arrange travel bookings via approved providers and distribute information details to staff;
- Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is available;
- Assist in ordering supplies, accept and monitor inbound shipments and re-stock to appropriate storage as necessary;
- Schedule appointments for employment and training interviews;
- Assists with special projects;
- Observe and report any security issues to the Director or Managers;
- Ensure that the appropriate evacuation procedures are carried out in the event of an emergency;
- Perform other related duties as defined and assigned by the reporting Director or designate on an as and when required basis.
EDUCATION AND EXPERIENCE:
- Post-secondary education business administrative related;
- Two years of direct work experience in an administrative capacity; or
- An acceptable combination of education and administrative experience;
- Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset.
KNOWLEDGE, SKILLS AND ABILITIES:
- Strong knowledge of general office procedures including procurement and travel arrangements.
- Superior typing and dicta-typing skills at 50 words per minute.
- Able to write simple correspondence, including memos, letters, etc.
- General mathematical skills.
- Ability to apply understanding to carry out instructions in written, verbal, or diagram form.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Strong knowledge of Microsoft Office products, including Outlooks, Share Point, Excel, Word, and PowerPoint.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and strong interpersonal skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.Strong customer service orientation using tactful sound judgement.
- Demonstrated proficiency in Microsoft Excel, Word, Outlook and PowerPoint with an ability to easily learn new software applications.
- Ability to work in a high energy environment.
- Dependability: able to work independently, submit accurate documentation, and seek guidance when needed
- Receptive: accept feedback, take ownership of responsibilities, and identify areas of growth
- Interpersonal Skills: communicate clearly, seek solutions, and demonstrate flexibility
- Integrity: keep sensitive information confidential and adheres to STC's policies
- Initiative: seeks opportunities for further development
WORKING ENVIRONMENT:
- Able to occasionally lift items as heavy as 50 lbs.
- Manual dexterity is required to use desktop computer and peripherals.
- Standard office environment
