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The CSJ Administrative Assistant – Reception and Office Support – provides administrative support for the agency. The CSJ Administrative Assistant will bring a high level of flexibility and enthusiasm to a position containing a wide variety of tasks and challenges. Also, the CSJ Administrative Assistant will demonstrate a level of experience that will allow them to act with a high degree of tact in dealing with the public, staff, and community partners. The CSJ Administrative Assistant will need to be able to deal effectively, pleasantly, and calmly under pressure and in emergency situations. The CSJ Administrative Assistant will also be required to handle cash.
Job Responsibility:
Performing a variety of reception duties, including assisting clients and providing information about resources and referrals
Answering phones and redirecting calls to the appropriate staff or service
Greeting clients and walk-ins, answering their questions, providing information, and or redirecting to the appropriate source
Printing documents, making photocopies, sending and receiving faxes, and laminating printed material
Processing incoming and outgoing mail
Ensuring sufficient supplies are on hand to meet demand
Ensuring all machines are stocked daily with paper
Assisting with creating photo ID tags for new Archway employees and volunteers
Assisting with room bookings and meeting services
Handling cash or credit cards and providing receipts
Performing other reception duties and administrative tasks as required
Requirements:
Must be between the ages of 16 and 30, at the time of their start of employment at Archway
Must be a Canadian citizen, immigrant with permanent residency status, or person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act
Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada according to the relevant provincial/territorial legislation and regulations
Experience in customer service and office administration is an asset
Strong verbal, written, and active listening communication skills in English
able to communicate clearly and respectfully with people from diverse backgrounds, cultures, and varying levels of the English language
Ability to use Microsoft Office 365, including Word, Excel, and Outlook
Ability to speak a second language is an asset
Willingness to learn Archway's various policies and procedures
Willingness to learn how to use a multi-line switchboard
Willingness to learn about Archway's various programs and their associated contacts
Ability to effectively interact in a diplomatic, collaborative, professional and results oriented manner
Ability for direct, in-person contact with on-site staff and clients
adherence to health and safety protocols is required
Ability to sit for extended periods of time and extended screen/keyboard use
Ability to interact with people in challenging situations
Ability to efficiently switch tasks in a busy environment
Ability to work as part of a team
Eligibility to meet Canada Summer Jobs requirements of being between 16 to 30 years of age at the beginning of the employment period
be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment
have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada
A satisfactory criminal records check is a condition of employment which Archway will make arrangements for the successful candidates
Nice to have:
Ability to speak a second language is an asset
Experience in customer service and office administration is an asset
What we offer:
Great in-house training opportunities
Build your experience in the field of reception and office administration
Rewarding work in a positive and supportive environment
Work-life balance
Access to online wellness resources including newsletters, physical health videos, and wellness events