Administrative Assistant

Part-time Permanent Bilingual Administrative Assistant

(10.5 hours/3 mornings per week-with possibility of additional hours)

Position Purpose

The Administrative Assistant ensures the efficient day-to-day operation of the clinic, and supports the work of management and other staff.

Primary Duties and Responsibilities

Administrative Assistants perform a wide range of duties including some or all of the following:

Reception

• Answer general phone inquiries using a professional and courteous manner

• Direct phone inquires to the appropriate staff members

• Reply to general information requests with the accurate information

Office administration

• Use computer word processing, spreadsheet, time tracking and database software to prepare reports, memos, and documents

• Sort incoming email deliveries for distribution

• Forward incoming referrals/ e-mails to the appropriate staff member

• Forward voice mail from the general mailbox to the appropriate staff member

• Request for purchase, receive and store the office supplies ensuring that basic supplies are always available

• Scan, code and file materials according to the established procedures

• Support referral and respond accordingly (schedule, redirect based on needs)

• Update and ensure the accuracy of the organization's databases

• Back-up electronic files using proper procedures

• Provide secretarial and administrative support to management and staff

• Make travel, meeting and other arrangements for staff

• Coordinate the maintenance of office equipment

Assist with financial administrative tasks

• Use computer software to prepare invoices and receipts

• Code and file financial material according to established records management procedures

• Process accounts payable/receivable ensuring timeliness, accuracy of codes and appropriate backup

• Prepare accurate bi-weekly pay stubs and monthly source deduction spreadsheets

• Assist with financial reports as required

• Month end duties as required

Qualifications

Education

• High School Diploma

• Post secondary education in business or office management is an asset

Professional designation

• None needed

Knowledge, skills and abilities

Proficiency in the use of computer programs for:

• Word processing

• Databases

• Spreadsheets

• E-mail

• Internet

Proficiency in the use of office equipment:

• Computer

• Voice messaging systems

• Photocopier

• Alarm system

Personal characteristics

Administrative Assistants should demonstrate competence in the following:

• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.

• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.

• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.

• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

• 1-3 years experience in an office setting

Working Conditions

• Hybrid model (combination of in-office and virtual)

Other Job requirements:

· Bilingualism: French and English

· Copies of current certifications, diplomas and references related to previous experience in the field

· Satisfactory Criminal Reference Check executed by a Police Service not more than 1 year prior to commencement of employment.

· First Aid/CPR an asset

Salary and Benefits:

· Salary range $22-30/hour, based on experience and education

Job Types: Part-time, Permanent

Salary: $22.00-$30.00 per hour

Expected hours: No less than 10.5 per week

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match

Schedule:

• Day shift

Application question(s):

• Fo you have experience working with the Microsoft/Office.com platform?
• This is a part-time position. Are you interested in part-time work?
• Why are you interested in working for Emerging Minds Est?
• What makes you highly qualified for this role?
• What are you career aspirations for the next 2-5 years?

Education:

• Secondary School (required)

Experience:

• Front desk at a health care agency: 1 year (required)
• Administrative experience working in healthcare: 1 year (required)

Language:

• French and English (required)

Ability to Commute:

• Ottawa, ON K1G 5H9 (required)

Work Location: Hybrid remote in Ottawa, ON K1G 5H9