Job Title: Administrative Assistant
Reports To: Executive Director
Position Type: Casual/variable
Location: Masset, BC
Position Hours: Variable schedule/ hours to cover for vacation and other regular staff leaves
Classification: Administrative Assistant 3 – JJEP Paraprofessional Wage Grid Level 10
Level/Salary Range: Base wage $28.53 – $31.64/ hour (Based on JJEP Wage Grid Level 10) $31.55 – $34.99/ hour with an additional 10.6% wage bonus on top of the base salary is in lieu of benefits.
Benefits: Employee and Family assistance program upon hire
Posting Expires: Until filled
Job summary:
Provides a variety of administrative and secretarial assistance in administration to fill in when administrative staff are on leaves. Produces reports from a variety of information sources and databases. Maintains various records, files and related filing systems. Tracks office or program expenditures. Participates in the coordination of administrative and clerical work.
Key Duties and Responsibilities
- Answers phones and /or in person inquiries and routes or records to appropriate staff members if required. Responds to routine queries with regard to organization and services.
- Picks up mail screens and prioritizes incoming correspondence and other materials for staff members; processes outgoing mail.
- From rough draft or general instruction will provide word processing, data input and typing support such as correspondence, staff meeting minutes, forms.
- Participates in the recruitment and selection of employees by performing duties such as advertising vacancies, screening resumes, booking interviews for hiring committee.
- Arranges Board meetings, prepares presented information, attends and records minutes, and provides confidential administrative support to Board members.
- Makes travel arrangements for staff and Executive Director.
- Maintains filing systems, key boxes, and other routine record management.
- Maintains internal records by updating new data entry regularly (i.e. rentals, propane, CRC checklist, keys, supplies).
- Operates a variety of office equipment such as computers, printers, copiers, facsimile equipment, multi-line phone, projector and other I.T. equipment.
- Coordinates repairs on this equipment when necessary.
- Experience with Microsoft suite (word, outlook and excel).
- Prepares and sends invoices for rental houses, contracted programs and others requested.
- Handles simple cash transactions such as collecting payments, issuing receipts, and maintaining petty cash in accordance with established guidelines.
- Maintains office equipment with supplies. Monitors orders and receives office and janitorial supplies.
- Ensures that the office, meeting room kitchen and other areas are maintained in a clean and tidy manner.
- Responsible for confidential and time sensitive material.
- Performs other related duties as required.
Qualifications and Education Requirements
- Grade 12 or equivalency.
- Graduation from a recognized secretarial program (1 year in length)
- Three years of recent related experience
- Or combination of education, training and experience
- This position requires Union membership with the BCGEU General Services.
- This position is dependent on a satisfactory Criminal Records Check (Vulnerable Sector).
Required Skills & Abilities –
- Ability to type 50 wpm
- Excellent knowledge of business English.
- Working knowledge of Microsoft and Google products (i.e.: Word, Excel, Access and Outlook Express).
- Ability to work independently and in cooperation with others
- Maintaining polite and professional communication via phone, email and mail.
- Ability to organize and prioritize work and carry out the duties of the position with independence.
- Knowledge of general office procedures.
- Must be able maintain confidentiality.
- Knowledge of HGSCP programs and services is an asset.
Applications accepted by:
Fax or E-mail: (250) 626-4662 or ea@hgscp.ca
Subject Line: Casual Administrative Assistant position
Attention: Executive Director
Mail: Box 811 Masset, BC V0T 1M0
