Job Description
Job Title: Administrative Assistant
Reports to: Executive Director
Job Summary:
The Administrative Assistant is responsible for several key functions for Tremploy and Career Bridges. Working closely with the ED, this position is responsible for reception, various bookkeeping functions, administrative tasks, and providing support in organizing Board events. As the first point of contact at the Tremploy office, the Administrative Assistant is required to have exceptional interpersonal skills, interact with staff, clients, families, board members, and customers.
RESPONSIBILITIES
Administrative
· Process incoming and outgoing mail
· Maintain accurate inventories of Tremploy office and program supplies, distributing supplies as appropriate
· Maintain initial program registration files and accepting payments (cash, cheque, charge accounts)
· Ensure filing of all official correspondence in collaboration with the ED
· Organize and maintain a central repository of all publications relating to office procedures and policies, and organization media publications
· Ensure confidentiality of employee/client records
· Process registrations for Tremploy events
· Ensure common areas of facility are well maintained
· Effectively coordinate administrative functions as it pertains to new employee hires including ordering business cards, name tags/signs as required for employees, phones, etc.
· Maintain staff information lists and administrative forms electronically
· Coordinate vehicle bookings, food orders for meetings, etc.
· Organize and facilitate Welcome Binder for new Board members
· Support managers and supervisors with administrative assistance as required
Reception
· Receive and direct all telephone and walk-in inquiries, take messages, and take appropriate action to inquiries when a staff member is unavailable
· Reference staff schedules for reception and scheduling inquiries
· Provide excellent customer service for all Tremploy clients/customers/guests
· Follow program policies when giving information or answering questions
· Provide information on all programs and provide orientation information to new members and visitors using Tremploy facilities
· Relay individual complaints/concerns to the ED as they arise
· Maintain, promote, and update the mailing database
· Register all visitors and assign visitor passes
Bookkeeping
· Prepare bank deposits on a weekly basis or as directed
· Prepare and submit properly coded invoices with supporting attachments, such as purchase orders, to the Finance Officer for processing
· Prepare accounts receivable invoices, packing slips
· Receive payments and issue receipts for Tremploy
· Track purchase, control, and maintenance of inventory items including office supplies and general resource center materials
· Maintain Tremploy’s petty cash money and company credit and gas cards
GENERAL
· Communicate effectively with staff, clients, families, community contacts, and other stakeholders
· Responsible to participate in committees as requested by the ED
· Responsible to attend meetings, conferences, and training sessions directly related to the position
· Other duties as assigned
CORE COMPETENCIES
· Interpersonal Relationships – Communicating effectively; Concern for public image; Conflict management; Information seeking; Listening, understanding, and responding; Organizational awareness; Relationship building; Service orientation; Teamwork and cooperation
· Personal Effectiveness – Commitment to continuous learning; Concern for order; Flexibility; Initiative; Organizational commitment; Results orientation; Self-confidence
· Achieving Business Results – Organizing and coordinating; Problem solving
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