Office Assistant - Closing Date November 28, 2024 at 4:00pm
Please note: This job posting will close on November 28, 2024 and this posting is for an existing vacancy.
Objective:
The Office Assistant provides administrative support to ensure the efficient operation of the OFIFC office. This role involves a variety of tasks related to organization and communication. The Office Assistant will be responsible for assisting in daily office needs and managing the OFIFC’s general administrative activities ensuring efficient day-to-day office operations. Disclaimer: This job description is not intended to be all-inclusive. The employee may perform other related duties as assigned to meet the ongoing needs of the organization.
Key Deliverables:
To provide effective and efficient administrative functions that support day-to-day operational activities and ensures administrative processes are aligned with OFIFC’s long-range strategic plan.
Key Responsibilities:
Administrative Support:
· Answer and direct phone calls, take messages, or transfer calls to appropriate personnel.
· Greet and assist visitors, clients, and vendors in a professional and courteous manner.
· Maintain and update OFIFC databases, records, and files including accurate up-to-date file of addresses for Friendship Centres;
· Handle incoming and outgoing mail, packages, and deliveries.
Office Management:
· Maintain Lodge in conjunction with Traditional Council,
· Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
· Ensure office equipment is properly maintained and serviced.
· Maintains OFIFC public folder (includes responding to and directing website inquiries);
· Assist in the preparation of regularly scheduled reports.
Communication:
· Write and distribute email, correspondence memos, letters, and forms.
· Assist in the preparation of presentations and reports.
· Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
Coordination:
· Coordinate with IT department on all office equipment.
· Organize and coordinate internal meetings with Events Coordinator, Facilities & IT.
· Provide administrative support to other departments as scheduled.
Compliance:
· Ensure compliance with OFIFC policies and procedures.
· Maintain confidentiality at all information.
Education/Work Experience:
High school diploma/GED
Up to 1-year experience in a Receptionist and/or Administrative role
Behavioural Competencies:
Attention to detail
Reliability/Dependability
Managing multiple priorities
Proactive and takes initiative
Planning & Organizing
Effective Team Player
Technical Competencies:
Knowledge of administrative and clerical processes
Ability to work a switchboard
Excellent communication skills (including listening, oral, written, and telephone/email)
Proficiency in Microsoft Office Suite (Teams, Word, Excel, Access, Outlook, etc.)
Proficiency with office equipment (multi-function printer/scanner, postage machine, etc.)
Having Indigenous community knowledge will be an asset.
What we offer:
Culture-based organization
Hiring Range: $49,000 - $52,675
Registered Pension Plan - Employer Matching
Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)
The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply. Preference will be given to qualified Turtle Island Indigenous people or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.
Accommodation:
The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
Pre-screen Interviews are scheduled to start November 29, 2024.
Formal interviews are scheduled to take place December 11 - 13, 2024.