Job Description

Position:                                 Administrative Assistant- Receptionist

Division:                                 Operations

Status:                                    Regular (permanent) full-time (36 hours per week)

Start:                                       April 4^th, 2022

Salary:                                    $29.48 to $34.64 hourly per HSA/HSASU collective agreement

Responsible to:                     Office and Facilities Manager

HSA is working towards equity and encourages people who experience marginalization (including but not limited to people of the global majority, women, people with disabilities, LBTQ2SIA+ and diverse faiths) to apply for career opportunities within our organization.

HSA recognizes the efforts of our employees and is committed to excellent compensation, superior benefits and ongoing recognition to maintain work/life balance.

Position Summary

The Administrative Assistant- receptionist is one of two positions that provide full reception coverage and are deployed as administrative floats to any HSA department or area requiring float assistance.

The AA-Rs will work offset schedules of Monday to Thursday and Tuesday to Friday respectively.

Each AA-R will alternate between 3 days of reception and 1 day of float one week and then 2 days of reception and 2 days of float the subsequent week.

The AA-Rs will also serve as the first source of relief for each other when absences occur on a regular work day of the AA-R available to provide coverage.

Duties and Responsibilities

• Comply with PIPA requirements
• Provide full coverage at Reception, including:
• monitor security camera screens and entranceway to allow only expected visitors to enter building. Report any security concerns to the Office Manager
• greet visitors and ensure they are signed in, appropriately tagged, and signed out
• route incoming telephone calls
• enter the staff’s working status on the sign-in sheet and on the InfoWeb’s In/Out board. Update various lists at reception to ensure all information is up to date at all times
• process and distribute incoming mail and faxes
• process outgoing mail, ensuring appropriate postage is applied
• ship packages, including those for which Administrative Assistants have made courier arrangements
• tabulate and route incoming cheques
• ensure reception area is kept neat and tidy
• assemble materials (eg. member orientation kits), Cerlox materials, copy and/or scan documents, format Word documents, and perform other assignments made by Office Manager
• Route time-sensitive messages, correspondence, and faxes on a priority, timely basis
• Create, format, proofread, and deliver complex and detailed digital documents, including mass merges, as assigned
• Screen correspondence and agendas, take appropriate preliminary actions based on departmental requirements and directions, and anticipate related requirements
• Scan documents in accordance with HSA Records procedures, as assigned
• In accordance with the HSA Records system and procedures, cull files, records-classify files, recall files from storage, and maintain records and reference materials for team members, as assigned
• Work collaboratively with team members and share own expertise on administrative assistant practice
• Act in accordance with team member files on current preferences, profiles, schedules, work flow, travel and frequent contacts for team members
• Make travel arrangements by liaising with vendors and verifying details according to travellers’ profiles, schedules, and preferences, as assigned
• Make meeting room arrangements, including booking, catering, setting up the room, and tidying the room for next users, as assigned
• Prepare agendas and take minutes or verbatim record of meetings, as assigned
• Order supplies and unpack shipments, as assigned
• Flag competing demands and recommend alternate solutions to Office Manager
• Identify areas of practice and process improvements to Office Manager
• Assemble Books of Authorities and Books of Documents, as assigned
• Offer to help other staff if assignments are completed
• Other related duties as assigned

Qualifications & Requirements

• Successful secondary school completion or equivalent
• Office administration or secretarial training
• Demonstrable advanced word processing skills with MS Word
• Demonstrable intermediate Excel skills and other MS Office applications
• Demonstrable ability to create, format, and proofread complex documents and basic spreadsheets
• Commitment to equity, diversity, decolonization and inclusion
• Excellent organizational skills and attention to detail
• Excellent oral and written English communication skills
• Demonstrated ability to work to tight deadlines and competing demands, both independently and as a team member
• Ability to take direction and to work independently and conscientiously with minimal supervision
• Ability to anticipate needs and take preliminary actions
• Ability to adapt to new technology and processes by acquiring new knowledge and developing additional skills and abilities
• Ability to maintain calm and professional manner under challenging circumstances, such as when interacting with difficult people.
• Senior administrative assistant experience is preferred

How to Apply

Closing Date: Sunday, September 25^th, 2022

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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