Job Title

Overview Job Title: Administrative Assistant Number of position(s): One (1) Job Type: Full Time Unionized position (35 Hours/Week: Monday to Friday) Language: Reports to: Office Manager JOB SUMMARY The Administrative Assistant works as part of the administrative team, sharing reception duties alongside another administrative assistant, with the responsibility to assist the organization by providing coordination activities, logistical and clerical support. They promote Ottawa Salus and its mission by being aware of, and sensitive to, our clienteles needs, rights, and concerns. RESPONSIBILITIES General Administrative Duties Coordinates info packs with application forms for people applying for housing and support services. Maintains a float to collect rents and activity fees from clients and issues receipts. Performs general reception duties including telephone, greeting visitors, taking messages, taking rents and issuing receipts. Reports staff absences to managers and accounting; cancelling appointments if required. Maintains the cleanliness of common areas including the kitchen, boardrooms, waiting room, computer room etc. Performs daily opening and closing procedures of the office. Set up phone extensions and voice mailboxes. Maintains and purchases grocery and cleaning supplies. Provides administrative support to staff committees as required. Document Production/Staff Support Uses advanced features of word processing, database, spreadsheet, and presentation softwares (e.g. mail merge, tables, macro functions, template design, etc.) Assist with security, keys, supplies and technology set up for new staff as directed. Equipment Purchase and Maintenance Assists in purchasing or upgrading office equipment and keeps inventory. Monitors functioning of all office equipment. (Photocopier, fax machine, shredder, etc.) Postage meter: set-up and maintenance. Phone System: set-up and maintenance of automatic greetings, staff voicemail-set-up and troubleshooting, etc. Security surveillance system maintenance and footage review as necessary. Property Management Support Maintains a log of reported maintenance repairs in the property management system. Distinguishes between emergency and non-emergency repairs, and reports emergency calls to the maintenance staff. Maintains a log of meeting room use and coordinates the meeting room set-up with on-site maintenance staff. Coordinates transition of maintenance/manager on-call coverage, updates the schedule accordingly, and maintains the handbook. Coordinates and documents monthly fire/annual fire alarm testing. Coordinates annual A/C installations, including scheduling of work and tenant payment plans. Coordinates and documents key/key fob replacements for tenants. Maintains and monitors monthly utility log. Housing Support Maintains familiarity with Ottawa Salus housing criteria and capacity. Forwards applications for the Transitional Rehabilitation Programs. Distributes updated tenant list to the necessary stakeholders. Maintains resident housing list and software. General Office Duties Keeps forms/brochures stocked in common areas (Fax Transmittal forms, Request for Funds forms, Application forms, etc.) Orders office and maintenance supplies. Maintains inventory for Head Office, Remote Sites and the maintenance team (paper, toner, printer cartridges, envelopes, letterhead, envelopes, furniture, tools, repair items etc.) Recommends needed purchases to Office Manager. Maintains the office filing system (both electronic and paper files). Assists staff who are having problems using office equipment, computer systems, fax machine, photocopier, etc. Maintains all-staff event schedules and coordinates logistics. Posts outgoing mail daily (including courier as needed); collects, dates and distributes mail and faxes. Updates and distributes staff directory. Prepares boardroom, provides refreshments, and orders food for meetings as required. Other duties assigned as required by managers. QUALIFICATIONS High School Diploma or equivalent plus formal administrative training. Administrative experience in an office setting. Knowledge and proficiency in various computer systems and programs. Familiarity and comfort with vulnerable clientele. LANGUAGE REQUIREMENT Bilingualism in French and English is required. PRE HIRING REQUIREMENTS Academic Certificates Criminal reference check Eligible to work in Canada Proof that the successful candidate has received both doses of a Health Canada approved COVID 19 vaccine at least 14 days before the first day of work, subject always to Ottawa Salus duty to accommodate under the Ontario Human Rights Code. KNOWLEDGE Knowledge and experience with common office equipment (e.g. multiple phone lines, fax machines, photocopiers, postage meters, etc.) Knowledge of professional reception and courteous customer service practices. Knowledge of office suite products (Microsoft Office, Zoom, WordPress, OneDrive), database software essential (construction and management), and Microsoft Windows latest version. SKILLS Excellent communication, public relations, and interpersonal skills. Ability to handle interactions in a professional, discreet manner, reflecting an understanding of mental health related issues and services. Ability to resolve workplace conflict with manager and colleagues. Time management skills, id work plans, work to deadlines. Demonstrates an ability to work on a team in a multi-tasking environment as well as work independently with little direction. Demonstrates initiative, an ability to solve problems and use sound judgement in decision making. Ability to manage stress at work Demonstrates capacity to synthesize and process information from many different sources. Competence in designing/writing professional material. Ability to use advanced features of word processing, database, spreadsheet, and presentation software (e.g. mail merge, tables, macro functions, template design, etc.) Skills in operating and trouble-shooting common office equipment. Ability to track, prioritize, and streamline various tasks. Displays values and attitudes in keeping with the Salus mission statement (respect, sensitivity, integrity, belief in rights of persons with mental health and substance use health needs). Demonstrates a courteous and professional demeanor, tact and diplomacy. Understands and respects confidentiality. Sound judgment and common sense in decision making. Openness to guidance and direction. Commitment to work. Is able to handle pressure and changing work demands. Why Work at Ottawa Salus? Salus has a proven record of successfully supporting clients with serious and persistent mental health and substance use health issues to live their best possible life. Regardless of their role in the organization, our staff are passionate about their work and supporting clients on their journey to recovery. If you are someone that wants to make the world a better place and bring hope to others, you will love working here. We offer all these benefits and many more including: generous Health benefits and pension plan (HOOPP) compressed work week a friendly team who create a great work environment #J-18808-Ljbffr