Administrative Assistant I, Branch Operations (CSJ) - …, Canso region (Havre Boucher)

Canada Summer Jobs (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.

Eligibility Criteria

Be between 15 and 30 years of age at the beginning of the employment period

Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment

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

Requisition Details 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: No

Existing Vacancy: Yes– we're currently hiring candidates for an existing vacancy in this position.

Job Summary 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.

Key Responsibilities

Respond 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.

Respond to messages from the answering service as required.

Greets and directs all in-office visitors and incoming calls.

Ensure 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.

Distribute departmental mail, including mail outs, postal meter, and internal departmental mail.

Schedule and organize meetings and appointments as requested.

Prepare all general correspondence, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed.

Assist in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms.

Support the management of filing systems for clients, personnel, and general files, ensuring accuracy, security and confidentiality.

Update policies/procedures and manuals as required.

Input relevant information, statistics and data as directed for the efficient operation of the function and retrieve data reports.

Prepare and review invoices for accuracy prior to payment.

Order supplies, receive and maintain an inventory of required supplies.

Collaborate with teams to organize logistics for special projects, events and seminars.

Perform other duties as assigned.

Common Responsibilities

Promote the goals and values of VON and their role as an integrated community care provider.

Promote 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, Safe Work Practices and Procedures. Abide by all VON policies and work practices.

Abide by all confidentiality and protection of personal information policies, regulations and practices and ensure appropriate safeguards are in place within the role.

Work in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships

Communicate regularly and follow up with employees, managers and corporate services staff.

Communicate with the public, contacting VON.

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.

Valid driver’s license and access to a reliable vehicle are required (program dependent).

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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