Administrative Assistant I, Branch Operations (CSJ) - …, Sydney

Canada Summer Jobs\u00A0(CSJ) is a program under the Youth Employment and Skills Strategy (YESS), which aims to provide quality summer employment opportunities for youth to develop skills and gain paid work experience to successfully transition into the labour market. \u00A0 To be eligible, youth must: - be between 15 and 30 years of age\u00A0at the beginning\u00A0of the employment period - be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the\u00A0Immigration and Refugee Protection Act\u00A0for the duration of the employment,\u00A0and - have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations \u00A0 \u00A0 Requisition Details: \u00A0 Employment Status: Temporary, Part-time (0.9 FTE) Program Name: Branch Operations Number of Hours Bi-Weekly: 70 Work Schedule: Days Anticipated End Date: All CSJ Positions will end by August 30, 2026 On Call:\u00A0No Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.\u00A0 \u00A0 \u00A0 Job Summary: \u00A0 The Administrative Assistant I 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. \u00A0 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.\u00A0 - 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.\u00A0 - 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. - Supports the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality. - Updates policies/procedures and manuals as required. - Inputs relevant /information, statistics and data as directed for the efficient operation of the function and retrieves data reports. - Prepares and reviews invoices for accuracy prior to payment. - Orders supplies, receives and maintains an inventory of required supplies. - Collaborates with teams to organize logistics for special projects, events and seminars.\u00A0 - Performs other duties as assigned.\u00A0 Common Responsibilities: - Promotes the goals and values of VON and their role as an integrated community care provider. - Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Protected Work Practices and Procedures.\u00A0 Abides by all VON policies and work practices. - Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role. - Works in collaboration with other staff in a team approach to service delivery.\u00A0 External and Internal Relationships: - Communicates regularly and follow up with employees, managers and corporate services staff. - \u00A0Communicates with the public, contacting VON.\u00A0 Education, Designations and Experience: - Post-secondary education in office administration, office information technology or a related field or related relevant experience - 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\u00A0\u00A0 - \u00A0Valid driver\u2019s license and access to a reliable vehicle are required (program dependent).\u00A0 - The use of Personal Protective Equipment (PPE) may be required \u00A0 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. Apply on Kit Job: kitjob.ca/job/2p0lx8