Women’s Crisis Services of Waterloo Region
Career Opportunity
Women’s Crisis Services of Waterloo Region provides emergency shelter to women and children leaving abusive
relationships. We operate 2 shelters: Anselma House in Kitchener and Haven House in Cambridge. Our facilities
operate on a 24/7 basis. We believe every woman and child deserves to live a life free from violence.
We are inviting applications for Permanent Full-Time Administrative Assistant.
Position Overview
The Administrative Assistant is responsible for providing administrative and clerical services in
order to ensure effective and efficient operations of the agency. This is a non-bargaining position reporting
directly to the Human Resources Manager and is a position of confidence and trust.
Summary of Responsibilities
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Provide support to managers when required for administrative activities
Perform clerical duties as required
Create and modify documents such as reports, memos, letters and other documents using word
processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other
programs
Assist with updates to the agency’s website and social media sites
Assist with the preparation of events, meetings or conferences
Compile, transcribe and distribute minutes of meetings such as staff meetings, staff training or
committee meetings
Data entry and maintenance of databases as required by the management team
Organize and maintain the agency archives including arranging yearly archive process for the agency and
destruction of files
Inventory control for items such as office supplies, sale items, agency materials
Order and maintain an up to date and adequate inventory of office supplies sufficient to meet the needs
of both shelters
Assist with the coordination of contractors attending facilities to complete pre-authorized work
Assist in the preparation/orientation, and the departure of agency personnel
Assist with training administrative volunteers as required
Assist with agency scheduling
Responsible for the daily sorting and distribution of all mail services functions
Maintain agency communication (i.e. scheduling, emails, etc.)
Maintain all agency forms and develop new ones as required
Maintain the appearance of the front reception/office/lobby area
Handle all incoming inquiries on the business line, disseminating inquiries to the appropriate
department or personnel
Answer the door to all visitors, contractors or non-agency personnel, ensuring appropriate parties are
notified
Provide back-up for the Administrative Specialist as deemed appropriate by the Human Resources
Manager
Valid Ontario Driver’s License, valid insurance and access to a reliable vehicle
Perform other tasks as required by the manager or designate
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Required Skills and Qualifications
Education Requirements
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A Post-Secondary diploma in business or office administration from a recognized college and/or
equivalent as determined by Women’s Crisis Services of Waterloo Region , along with a minimum of
three years relevant experience in an administrative position.
Skill Requirements
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Must have advanced knowledge of Microsoft Word, Access, Publisher, Power Point, and Excel
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Demonstrated computer proficiency in; internet and e-mail fundamentals
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Experience using SharePoint and graphic design skills an asset
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Solid and effective interpersonal and communication skills (including oral, written and visual)
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Strong organizational and time management skills; the ability to multi-task and meet deadlines
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Accuracy and attention to detail a must
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Ability to establish and maintain effective working relationships internally and externally with staff,
management, volunteers, suppliers, community partners and external stakeholders
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Demonstrated sound judgment and the ability to be decisive in crisis situations.
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Demonstrated independent thinking, initiative and creativity
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Ability to function successfully both independently and within a team
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Demonstrated professional appearance and conduct
Interested applicants are invited to send a detailed resume plus a cover letter that includes salary expectations
by September 18, 2013 to:
Joyce Birnstihl
Human Resources Manager
Women’s Crisis Services of Waterloo Region
700 Heritage Drive
Kitchener, ON N2A 3N9
Email: joyce.birnstihl@wcswr.org
We are an equal opportunity employer
Only those applicants selected for an interview will be contacted
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