Office Administrator, ETS

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