Administrative Assistant Level 3

As a member of the Nanaimo Child Development Centre administration team, the employee will perform a variety of administrative support functions such as: operate a multi-line switchboard or phone, general clerical duties, data entry including maintenance of records, schedules and appointment phone calls. This position reports to the Executive Operations Administrator.


Typical Duties and Responsibilities

Operates a multi–line switchboard or phone, and performs reception duties such as directing calls, receiving and relaying messages, receiving and directing visitors, and responding to in-person and telephone inquiries.
Performs general word processing and data entry functions such as inputting client information into relevant computerized systems; update and maintain client information such as address and phone number changes through the data base system as well as other client data; updating manuals; maintaining relevant registers; transcribing from rough draft, general instruction or form letters, including correspondence, reports, support guides and documents. Using software applications such as word, spreadsheets, and graphics and prepares presentation materials.
Creates client files in the electronic data base. Retains Administrative function security level for the Electronic Client Records. Performs general record management duties such as assembling files; preparing file folders; scanning; uploading; filing and distributing documents and files.
Prepare the Integrated Service Plan schedules, flagging, and other data entry tasks through the Centre’s data base system.
Receives, records, sorts and distributes incoming and outgoing mail, faxes, and internal correspondence and courier documents. Signs for receipt of packages and shipments.
Performs general office functions such as booking and setting up meeting rooms, arranging conference calls, maintaining stock for supplies in the work area and reporting to supervisor what is required for restock.
Operates office equipment such as photocopiers, shredders, and fax machines, and carries out minor maintenance, such as loading paper, removing paper jams, cleaning glass, changing toner cartridges and refers further maintenance required to supervisor.
Assists with client intake by performing duties such as obtaining client information and completing documentation as required. Contact families or referral partners to make or change appointments for program staff as requested. Send unable to contact letters.
Receives, records, checks and balances cash transactions, including receiving payments, issuing receipts, and collecting petty cash copy fees.
Contacts designated authority regarding building maintenance and repair requirements.


This job description is not intended to be all-inclusive. The employee may be required to perform other related duties within classification to meet the ongoing needs of the organization.


Qualifications

Education Training and Experience
Grade 12
Office Administration Certificate
Two years office experience
Or an equivalent combination of education, training and experience


Skills and Abilities:
Ability to communicate effectively, both verbally and in writing
Physical ability to carry out the duties of the position
Ability to work independently and in cooperation with others within a multidisciplinary team setting
Ability to operate related equipment
Ability to organize and prioritize
Demonstrate skills working in a computerized environment, keyboarding 60 wpm
Knowledge of general office procedures
Knowledge of office software and familiar with database utilization
Knowledge of medical terminology
Satisfactory Criminal Records Check clearance