Description
SUMMARY OF THE POSITION
A person who assists one or more professionals or a work team in their administrative and professional functions. The incumbent mainly and habitually exercises responsibilities relating to the development and processing of files or data requiring specific knowledge. The individual carries out a set of administrative or management tasks according to complex methods and procedures that are established or that they can modify, as needed. They can also carry out tasks relating to the secretarial sector.
SPECIFIC FUNCTIONS* Perform administrative, clerical tasks related to the daily operations and support the director, coordinators and other professional of the Mental Health/Special Needs Department;* Applies the administrative process of the department; * Perform receptionist task (answer phone calls, schedule appointments; support the manager with the onboarding of the new employees, take notes during the meetings, other tasks as designated); * Ensures sending office correspondence as requested, such as memos, email or other documents (includes sorting, filing, delivering);* Welcome visitors and provide support if needed (extending assistance when necessary);
* Processes travel arrangements for the director, coordinator and other professional staff (if necessary book flights, hotels or car rentals);* Prepare reports to help track department expenses and budgets;* Support managers and professional staff, with administrative tasks such as photocopying, scanning and printing;* Maintain an employee database and help upper-management identify gaps in staff hiring;* Inform and do follow up if needed with the maintenance team to fix issues related to them;* Schedule and arrange the events for staff or clients;* Any other related tasks requested by the immediate supervisor.
REQUIREMENTS
Education and Experience: * High school diploma; * Two years of relevant experience;* Community College Diploma or Training Certificate in Administrative Procedures (an asset).
Knowledge and Abilities:
- Knowledge of the community and its cultural perspectives;
- Keen ability to work in an environment that provides services for the developmentally challenged;
- Resourceful and adaptable to a constant changing environment;
- Knowledge of basic computer software;
- Organizational skills and the ability to maintain digital records;
- Ability to prioritize daily tasks and good time management skills;
- Willingness to learn new programs or procedures;
- Ability to work independently;
- Ability to multitask and take multiple requests at one time from various people.
Language:
- Fluent in English;
Fluency in French and/or Cree is an asset.
Other:eventual transfer to the Chisasibi Residential Resource Center to assist in the daily administrative functions of that facility
