Administrative Assistant / Front Reception Desk

Hours: Monday-Friday 40 hours/week | Fulltime Permanent
Location: 316 Spruce Street South, Timmins ON

Living Space is a low-barrier, co-ed emergency homelessness shelter offering 24/7 supports for those experiencing or at-risk of experiencing homelessness. Living Space is a non-profit organization dedicated to ending homelessness by acting as a hub, ensuring that wrap-around services are available to our clients while they transition into sustainable housing. Living Space acts as a community partner, advocating for the removal of systemic barriers which keep people stuck in homelessness and poverty.

Position Summary:
The Administrative Assistant is responsible for maintaining an efficient, professional Front Reception desk; Delivering prompt and courteous communication via multi-line phone system, e-mail and in-person. Under the general direction of the Senior Management Team, the Administrative Assistant provides administrative support services within Living Space in accordance with Living Space Vision & Values, Policies & Procedures and related legislation.

Requirements:

· Demonstrated knowledge of issues related to poverty and homelessness.

· Paid or unpaid experience working with vulnerable individuals.

· Ability to speak multiple languages; including Cree will be considered an asset.

· Post-secondary diploma (i.e. Business/Office Administration) and/or two years related equivalent experience.

· Knowledge of MS Office (Word, Excel and PowerPoint), Outlook and Windows Operating System.

· Ability to maintain confidentiality effectively.

· Good organizational skills.

· Good communication skills to collaborate effectively with all levels of staff within the organization. Navigate relations with community members, suppliers and government contacts to obtain information, schedule appointments, and respond to requests for information.

· Analytical thinking skills: break down simple and complex tasks, arrange meetings, source facilities/equipment/materials, etc.

· Versatility to apply rules or procedures (i.e. change meeting dates, ordering office supplies in a timely manner, etc.).

· Vulnerable Sector Criminal Records Check is required.

· Living Space has a Vaccination Policy that requires employees to take part in COVID-19 vaccination programs recommended by Public Health and provide an up-to-date TB screening record.

Core Competencies:

· Experience working in a cross-cultural environment.

· Demonstrated knowledge of issues related to poverty, homelessness, substance use, and mental illness.

· Demonstrated ability to work independently with minimal supervision.

· Demonstrated ability to develop a wide range of high-quality written materials. This includes but not limited to case notes, shift logs, incident reports, legal documents, and electronic documentation.

· Proven effective time management skills.

· Demonstrated strong sense of initiative, personal accountability and dependability.

Specific Duties:

· Develop and maintain client records in an organized accurate manner.

· Perform clerical duties including filing, faxing, typing, drafting, and preparing correspondence with a variety of reports.

· Answer incoming calls, screen visitors and refer to appropriate personnel. Manage voicemail/e-mail system, returning or forwarding calls/e-mails in a timely manner.

· Organize and maintain calendar bookings for community partners utilizing Living Space meeting rooms.

· Order and maintain office and program supply inventories. (office/kitchen/cleaning supplies, etc.)

· Create meeting agendas and take Minutes during various internal/external meetings. Minutes to be typed and delivered to meeting participants via e-mail.

Applications must contain a cover letter and resume, and will be received in confidence by the Human Resources Department.

Disclaimer:

This job posting indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required.

An Equal Opportunity Employer

Living Space is committed to equitable recruitment practices and to achieving a diverse workforce and strongly encourages applications from historically marginalized and/or underserved/underrepresented communities, especially individuals who identify with diverse gender and sexual identities (including LGBTQ2+); women; Indigenous/Black/people of colour; people living with disability, HIV and/or other chronic/long-term health conditions; and people with lived experience of mental illness, substance use, trauma, and poverty.

Job Types: Full-time, Permanent

Salary: From $19.25 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (required)

Ability to Relocate:

• Timmins, ON: Relocate before starting work (required)

Work Location: In person

Application deadline: 2024-02-29