Job Title: Administrative Assistant

Reports to: CAO

Probation Period: 90 days

Hours of Work: Permanent status, Monday to Thursday/ every other Friday, 9:30 am – 4:30 pm

Job Function Summary:

The Administrative Assistant is responsible for the day-to-day office operations, including front desk reception and administrative support. Works directly with the CAO and Manager and the partner Administrative Assistant, and interacts regularly with senior residents/ their families, the public, and coworkers.

Qualifications:

• Demonstrated understanding of/ empathy for the needs of seniors
• Administrative skills and experience with office procedures/equipment required
• The ability to work independently with minimal supervision and in a team setting
• Strong communication/ organizational/ customer service skills and attention to detail
• Ability to maintain confidentiality
• The ability to multi-task projects and process a variety of tasks with interruptions
• Possess a flexible, willing, and positive attitude
• Ability to respond calmly and effectively in stressful situations
• Current and acceptable vulnerable sector criminal record check as required by the Protection for Persons in Care Act/ Accommodation Standards Licensing
• First Aid Certified
• Must be able to lift and carry up to 25 lbs

Experience/Education Preferences:

• High School Diploma and Administrative Assistant Certificate/ Diploma with proficiency in Microsoft 365, including Teams
• Minimum 2 years Administrative Assistant experience
• Payroll processing knowledge and experience
• Strong English communication skills, both verbal and written required

Duties and Responsibilities:

• It is the responsibility of Administrative Assistant to maintain a professional relationship with the residents and their family members, as well as all volunteers and visitors in the Lodge, by performing the duties identified for this position in a courteous, efficient manner
• Provide full administrative support for the CAO, Manager and other supervisory staff
• Process A/P, A/R and payroll
• Organize workflow through the administrative office. Coordinate meetings and schedule appointments, such as staff First Aid courses as required
• Complete routine forms as required or directed. Maintain current knowledge of information required by various government or other agencies
• Maintain confidentiality of all financial, personnel and resident data
• Participates as part of the staff team to ensure that a high standard of services is provided for the residents
• Adheres to and participates in the Health and Safety Procedures and Policies of Westview Lodge, and performs all tasks in a safe and efficient manner
• Responds to resident, family, volunteer, and visitor inquiries in person, and on the phone and provides information as required
• Conducts tours of the Lodge in the Manager’s absence
• Ensures all correspondence, reports and related materials are processed for the facility as directed
• Responsible to respond to emergency calls, security alarms and fire alarms in the appropriate manner when required
• Ensures office and emergency equipment (Lifelines) are in working condition
• Cash sales/issuing receipts and ordering office supplies
• Maintains and processes operational information (Lodge Accommodation Licensing, audit support, rent collection, annual rent recalculation, tenant utility billing, Lists, resident files, staff files, etc.)
• Prepares Board Meeting Binders and assist Manager with staff schedule
• Records, compiles, transcribes, and distributes meeting minutes
• Receives and distributes incoming and outgoing communication as well as resident mail
• Possess or willing to obtain Commissioner of Oaths
• Maintain company website and Facebook presence
• Projects and other duties as assigned by the CAO

The above job description reflects the general duties necessary to describe the principal functions of the position Administrative Assistant and shall not be construed to be all the work requirements that may be inherent to this position.

Job Type: Permanent

Salary: From $24.21 per hour

Benefits:

• Discounted or free food
• Employee assistance program
• On-site parking

Schedule:

• 8 hour shift
• Day shift

Work Location: One location

Application deadline: 2023-01-13
Expected start date: 2023-02-15

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