Job Description

Requisition Details: Employment Status: Regular, Full-Time (1.0 FTE)
Program Name: Frozen Meals on Wheels
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On-Call: No

Job Summary: The Administrative Assistant I for the Frozen Meals on Wheels program is responsible for front-line delivery of service as well as 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 actively participating in the activities of the Volunteer Depot as well as collecting and responding to incoming correspondence, completing client intakes, and other related job functions. Key Responsibilities may include:

• 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.
• Answers general inquiries regarding the VON organization with informed and satisfactory responses.
• Schedules and organizes meetings and appointments as requested.
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports, and other documents as directed
• Assists in the production of newsletters (including a collection of material, typing/formatting, and photocopying/printing) and in standardizing processes and forms.
• Manages filing systems for all client and general files, ensuring accuracy, security, and confidentiality.
• 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, and events.
• Performs other duties as assigned.

External and Internal Relationships:

• Communicates regularly and follow 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
• 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:

• Must have personal vehicle and possess both a current driver’s license and proof of vehicle insurance
• Criminal records and vulnerable sector check
• The use of Personal Protective Equipment (PPE) may be required

Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements. VON Canada is committed to meeting the needs of persons with disabilities and to providing accessibility accommodations for candidates who require them. If you are in need of accessibility support, please visit our website at http://www.von.ca/en/accessibility for further details