Administrative Assistant

Type: Permanent, Full-Time

Closing Date: June 17, 2024

Start Date: As soon as possible

Wage/Salary: $26.24 / hour

Location: 1095 McKenzie Avenue; Victoria, BC

Hours of Work: Monday – Friday, 8:30 a.m. – 4:30 p.m.

Job Summary:

Provides a variety of reception, administrative, secretarial, and general clerical assistance. Maintains various records, files, and related filing systems.

Key Duties and Responsibilities:

1. Provides word processing from rough draft or general instruction, including correspondence, reports, forms and documents, data input and typing support; updates databases and sends reports as required; proofs, formats, faxes, and files reports from front line staff; prepares, updates, and prints material such as charts, brochures, handbooks, etc.
2. Maintains client, staff, and program information using spreadsheet and/or database software. Files agency records as required. Processes minutes from various agency committees.
3. Works with all staff regarding immediate issues, e.g. copier, printer, laptops, fax, general questions, etc. Works with managers to update and/or revise program forms, handbooks, etc. Assists staff with voicemail and computer application training and support. Assists new staff with parts of orientation.
4. Maintains hiring and new employee packages (updates with new forms, current tax forms, etc.). Processes and distributes agency job postings.
5. Responsible for BC Transit assistance program with Community Social Planning Council; orders tickets, tracks usage, submits tracking form/survey to CSPC, submit funds request, picks up tickets, distributes to staff as requested.
6. Operates a variety of office equipment, such as computers, printers, copiers, facsimile equipment, multi-line switchboard, and postage meter.
7. Monitors, orders, and receives office supplies. Liaises with suppliers as required.
8. Answers telephone and in-person inquiries; routes to appropriate staff members if required; responds to routine queries from clients or visitors regarding the organization and services provided.
9. Screens and prioritizes incoming correspondence and other materials for staff members.
10. Other related duties as required.

Education, Training, and Experience:

• Completion of Grade 12 including secretarial courses, or the equivalent education and experience, is typically required for this position.
• Six months to one year of general office experience that includes reception and clerical functions is required.

Job Skills and Abilities:

• Demonstrated ability to type 50 words per minute and operate a PC and related applications/software programs.
• Ability to communicate effectively, verbally and in writing, and to deal effectively with the public.
• Ability to organize work and carry out the duties of the position with independence.
• Ability to operate telephone switchboard and other office equipment.

Additional Information:

Normal office job with some limited exposure to demanding telephone callers or in-person visitors. Some lifting and moving of office supplies in and around an office.