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Purpose of position
The Office Assistant(s)/Support Worker(s) provides help with the organization as well as running the daily administrative operations. The office assistant/support worker will be able to undertake a variety of office support tasks and work diligently under pressure. The Office Assistant(s) will work with the assigned Manager.
SCOPE
The office assistant(s) will be working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results such as:
Excellent organizational and time management skills.
Thorough understanding of office management procedures.
Excellent written and verbal communication.
Working knowledge of office equipment.
Problem solving skills.
RESPONSIBILITIES
Organize office and assist other staff in ways to optimize procedures.
Maintain trusting relationship with staff and membership.
Monitor level of office supplies.
Schedule and plan meeting for Skills Link Program.
Create and update records ensuring accuracy and validity of information.
Complete duties in a timely matter.
Complete tasks given by supervisor.
Perform receptionist duties when needed.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge:
The incumbent must have proficient knowledge in the following areas:
Basic office procedures.
Computer literate with knowledge of Microsoft office including excel.
Working knowledge of office equipment.
Thorough understanding of office management procedures.
Satisfactory written and verbal communication.
Skills:
The incumbent must demonstrate the following skills:
Ability to be multi tasked oriented, be organized and motivated.
Ability to coordinate and prioritize duties and responsibilities.
Positive human relationships.
Internet communication skills.
Essential Skills
- Reading text
- Document use
- Writing
- Oral communication
- Working with others
- Job task planning and organizing
- Computer use
- Continuous learning
Specific Skills
- Type and proofread correspondence, forms and other documents
- Send and receive messages
- Prepare equipment or software for type of document
- Prepare and format page presentation
- 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
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Area Of Specialization
- Publications and manuscripts
- Correspondence
- Charts, tables, graphs and diagrams
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Repetitive tasks
- Handling heavy loads
- Combination of sitting, standing, walking
- Bending, crouching, kneeling
- Sitting for extended periods
Security and Safety
- Basic security clearance
- Confidential security clearance
Business Equipment and Computer Applications
- Windows
- MS PowerPoint
- MS Word
- Excel
- Electronic mail
- Electronic scheduler
- General office equipment
- Internet browser
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