Position: Administrative Assistant
Location: Doon Campus
Time Requirement: 35 hours per week (some evenings and weekends may be required)
Revised: May 2014
Salary Range: $40,500 - $47,441
The Administrative Assistant is responsible for providing administrative and receptionist services in order to ensure effective and efficient operations. The Administrative Assistant reports to the Assistant General Manager. In carrying out the duties of this position a great deal of autonomy is exercised with final overview by the Assistant General Manager. It is also important that the Administrative Assistant works extremely closely with the Assistant
General Manager to ensure that they are up to date on the basic overall operations of the corporation on all campuses.
Administrative Assistant Job Duties
Office Receptionist
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Work in accordance with corporate by-laws, policies and procedures, particularly to the
CSI Mission Statement
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Maintain confidentiality for business practices
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Answering the telephone inquiries and greeting clients
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Maintaining company telephone and postage system and repairs when necessary
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Receive, record, submit, and distribute all educational fund request forms in a timely manner.
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Sorting and distributing mail daily and preparing courier requests when necessary
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Submit work request forms to Facilities Management for work that needs to be done for
CSI.
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Ensure all office equipment is in proper working order and maintenance calls are placed when service is needed
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To provide administrative support i.e. Photocopying, faxing, filing ,typing, travel arrangements, conference and meeting arrangements to all full time staff and board members
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Responsible for ordering all office, self-serve and all health office supplies
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Responsible for maintenance, meter readings and troubleshooting of all photocopiers at all campuses

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Responsible for booking out meeting rooms
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Responsible for making sure the spiritual room is kept tidy throughout the day
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Responsible for getting quotes when required

Creates staff meeting Agenda, attends meetings, and takes minutes
Vendors

Responsible for all vendor bookings, completing associated paperwork

Creates invoices and collects all payments from vendors
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Conducts research and recruit new vendors on an annual basis
Accounting Duties
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Helps maintain financial files, records and company filing system when required.

Double counts and checks all daily sales
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Prepares and delivers all bank deposits to BMO on a weekly basis or as required.

Assist the financial controller as needed.
Other General Duties

Work in an organized manner where detail, accuracy and confidentiality are critical

Mandatory attendance at CSI related training days

Assist in the health plan office and service hub when required

Other duties as assigned
Education, Experience, Skills and Abilities
(The knowledge, skills and attitudes required for satisfactory job performance)
The successful candidate must have proficient education and experience in the following areas:

Diploma or Degree in Business or Office Administration preferred or any other relevant educational background

3-5 years’ experience working in an administrative position in an office setting
 ability to maintain a high level of accuracy in preparing and entering information
The successful candidate must demonstrate the following skills and abilities:
 excellent interpersonal skills
 team building skills
 analytical and problem solving skills
 decision making skills
 effective verbal and listening communications skills
 attention to detail and high level of accuracy
 very effective organizational skills
 effective written communications skills
 computer skills including the spreadsheet and word processing programs, and e-mail at a highly proficient level

 stress management skills
 time management skills
 be honest and trustworthy
 possess cultural awareness and sensitivity
 demonstrate sound work ethics
Working Conditions
(The unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the successful candidate including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses and metal demands.)
Physical Demands
The Administrative Assistant will spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Administrative Assistant will also have to do some lifting of supplies and materials from time to time. Some work is required after office hours and on weekends.
Environmental Conditions
The Administrative Assistant is located in a busy, open area office and will be faced with constant interruptions and must meet with others on a regular basis.
Sensory Demands
The Administrative Assistant must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information which requires attention to detail and high levels of accuracy.
Mental Demands
There are a number of deadlines associated with this position, which may cause significant stress. The successful candidate must also deal with a wide variety of people on various issues.
If you require any accommodations for the interview process please feel free to let us know when you submit your resume. It is our goal to provide a barrier free hiring process.
If you are interested please send your cover letter and resume to Sheena Witzel via email switzel@conestogac.on.ca