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Administrative Assistant

Administrative Assistant

Marberg Staffing Ltd.Scarborough, Ontario
22 days ago
Salary
CA$32.43 hourly
Job type
  • Temporary
  • Quick Apply
Job description

Administrative Assistant for community services agency client, Scarborough.

Marberg Job Number : 2463.

Job Type : ​Temporary​.

Initial Term :  February 10 2025 – April 25 2025, with possible extension.

Compensation : $32.43 ​per hour​.

Regular Work Hours :  FULL TIME HOURS; 9 : 00am–5 : 00pm, Monday-Friday, not including 1 hour unpaid lunch (35 hours per week).

Work Location : 100% on site at client’s Scarborough office.

Responsibilities Summary :

To provide sensitive, professional administrative support to a busy community service agency office, servicing a wide variety of internal and community stakeholders.

  • Handle a high volume of telephone, written and in person inquiries from a variety of stakeholders including the public, clients, suppliers, staff and external agency representatives. Document, refer and where appropriate respond directly to communication.
  • Conduct records searches efficiently and accurately using internal and broader sector databases.
  • Type, input and disseminate a wide variety of information to other staff members or into a contact management database, including a high volume of sensitive information and maintenance of interaction case notes.
  • Translate information from database and spreadsheet applications to reports and statistical records.
  • Participate in team meetings on and off site, taking minutes as required.
  • Act as backup to other clerical or reception positions where needed.
  • Provide support to agency staff with computer and technology applications.
  • Advise supervisor of problems of execution of administrative and team responsibilities, and support in the planning for resolution of administrative workflow issues.
  • Comply with agency financial policies and procedures, completing tasks such as preparing financial requisitions, managing petty cash and TTC fare distribution.
  • Perform additional administrative and clerical duties as required.

Qualifications :

Education : ​High School Diploma​

Preferred Work Experience :  At least 2+ years of similar administrative experience.

Preferred Sector Experience : Not-for-profit, community services or public sector experience preferred.

Technical and Language Skills Requirements :

  • Demonstrated experience with Microsoft Office 365 system and contact management databases (will be tested). Experience troubleshooting basic technical issues an asset.
  • Strong history of administrative work with confidential data; sound judgement and maturity when handling sensitive material.
  • Demonstrated background providing exceptional English communication, including excellent telephone manner, to stakeholders from a wide variety of backgrounds. Proficiency in a second language an asset.
  • Experience typing dictated memos, taking minutes, and other data entry responsibilities (will be tested).
  • Knowledge of Equity, Diversity and Inclusion principles, and demonstrated application in professional environments with multiple conflicting priorities and high-volume work.

    • Task -Based Qualifications and Additional Attributes :

  • Strong interpersonal skills and ability to work cooperatively with staff and clients.
  • Able to manage a high-volume workload, provide effective and professional customer service, and deescalate situations tactfully where required. Patience and collaborative approach to conflict resolution is a requirement.
  • An active and effective team player, able to work professionally with a wide range of staff members performing varied job responsibilities.
  • Able to work in a self-motivated manner with minimal supervision on independent projects.
  • Knowledge and understanding of governing acts, legislation, regulations related to management of confidential information, Anti-Oppression / Anti-Racism, Harassment & Discrimination, Accessibility for Ontarians with Disabilities (AODA), among others.
  • Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organizational policy.
  • Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusion.

    • Additional Requirements :

  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to work ​100% onsite in Scarborough​, abiding by organization health and safety policies.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

    • Application Notes :

    Recommended Application Date : We kindly request that you submit your resume as soon as possible as our client will not accept new applications after February 3 2025. Qualified applications may be contacted same day as date of application.