23 Jan
VON Canada
Sydney
Requisition Details:
Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Meals on Wheels
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On Call: No
Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.
Job Summary:
The Meals On Wheels program provides assistance to clients by delivering nutritional meals to their homes. The Administrative Assistant I - Meals on Wheels Program 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.
Key Responsibilities:
- 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.
- Responds to messages from the answering service as required.
- Greets and directs all in-office visitors and incoming calls.
- Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner.
- Responsible for the mail pick-up and drop off.
- Answers general inquiries regarding the VON organization with informed and satisfactory responses.
- Distributes departmental mail, including mail outs, postal meter, and internal departmental mail.
- Schedules and organizes meetings and appointments as requested.
- Prepares all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents as directed.
- Assists in the production of newsletters (including collection of material, typing/formatting, and photocopying/printing)
and in standardizing processes and forms.
- Manages filing systems for all client, personnel, and general files, ensuring accuracy, security, and confidentiality.
- Updates policies/procedures and manuals as required.
- Inputs relevant information and produces reports, statistics, and data as directed for the efficient operation of the function.
- Orders supplies, receives, and maintains an inventory of required supplies.
- Collaborates with teams to organize logistics for special projects, events, and seminars.
- Receives and receipts donations and bill payments.
- Prepares bank deposits.
- Performs other duties as assigned.
External and Internal Relationships:
- Communicates regularly and follows up with employees, managers, and corporate services staff.
Education, Designations, and Experience:
- Post-secondary education in office administration,
office information technology or a related field or related relevant experience is an asset.
- 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.
Skill Requirements:
- 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.
Other:
- Criminal records and vulnerable sector check.
- A valid driver’s license and access to a reliable vehicle is an asset.
- 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.
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