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Reporting to the Executive Director (ED), the Office Assistant will assume general responsibilities for the operation and management of the office.
Duties and Responsibilities:
-Greet and welcome community members, staff and Club Members.
-General office administration such as: telephone answering, scanning documents, distributing of incoming and outgoing mail, responding to parent inquiries, inventory and purchasing office supplies, and general office filing.
-Membership/Registration Forms
-Data Collection
-Fee Collection
-The Office Assistant may be responsible for other duties as described by the ED.
Knowledge, Skills and Abilities:
-Willingness to learn and grow in your position
-Knowledge, experience and/or education of office administration
-Knowledge of computers and related experience with Microsoft software
-Skill in organizing work for self and others
-Ability to be creative and flexible
-Ability to problem solve and make decisions
-Strong leadership and team qualities
-Ability to work well with limited supervision
-Must be able to multi-task and work with interruptions and unscheduled events
-Be flexible with working hours when event planning and organizing special fundraisers
-Effective communication skills both orally and written
Qualifications:
-Related education, certification or equivalent with specific program-related experience
-Must be familiar with the Sage accounting software, basic bookkeeping and Microsoft Office programs
-Proven leadership, organizational, interpersonal and communication skills
-Valid class five drivers license
-Must be bondable with willingness to complete a Criminal Record Check and Vulnerable Sector Check
*Position primarily works day-time hours Monday to Friday; however, additional hours may be required to ensure there is adequate position coverage and for Club events.
Essential Skills
- Document use
- Numeracy
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Computer use
Transportation/Travel Information
- Own vehicle
Technical Terminology
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Send and receive messages
- Provide general information to clients and the public
- Prepare and format page presentation
- Perform basic bookkeeping tasks
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Order supplies and maintain inventory
Work Setting
- Not-for-profit organization
Area Of Specialization
- Invoices
- Charts, tables, graphs and diagrams
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Tight deadlines
Security and Safety
- Bondable
- Criminal record check (abstract)
Business Equipment and Computer Applications
- Spreadsheet software
- MS PowerPoint
- MS Word
- Excel
- Electronic mail
- General office equipment
- Accounting software
- Internet browser
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