POSITION SUMMARY:

Perform general reception and secretarial functions for the office. Facilitate and provide secretarial support for internal departments. Provide general information in response to public inquiries

MAJOR RESPONSIBILITIES:

Direct Service:

•    Provide general reception duties i.e.: answer/forward incoming calls, screen and take messages
•    Greet clients and public
•    Provide appropriate information about CHS services in response to phone, correspondence and walk in inquiries
•    Provide appropriate special assistance in the absence of other staff
•    Book client appointments for Audiology program and office staff as required
•    Act as a resource for walk-in inquiries and refer clients/calls to appropriate internal or external services
•    Sales; receive funds, provide receipts and forward information
•    Provide information to public regarding Communication Devices Program, including orders, repairs, costs, shipping and receiving dates for devices and related client contact
•    Provide appropriate guidance to volunteers, student placements
•    Liaise with regional staff and participate as an active team member
•    Other duties as assigned

Administration:

•    Receive, sort and distribute all incoming mail/parcels for the region
•    Prepare and purchase postage/courier
•    Type general correspondence, memos, take minutes as assigned
•    Provide appropriate documentation for Financial Services regarding invoices, receipts, incoming funds, bank information etc, re: programs and services
•    Receive cash, cheques etc, prepare bank deposits and forward as required
•    Research, maintain and update resource information and files in relation to CHS services and community issues
•    Maintain confidential office files
•    Provide general clerical support e.g.; photocopying, filing, fax for office staff
•    Maintain records for booking of equipment and devices as required
•    Maintain accurate records and statistics related to sales and stock
•    Maintain inventory controls and related records for Communication Devices
•    Maintain and order office supplies as required
•    Assist in building and equipment maintenance
•    Other duties as assigned

Community Education:

•    Provide information to public via phone, correspondence and walk-in inquiries
•    Participate in community projects and specialized campaigns e.g.: United Way, May Month, etc.

Professional Development:

•    Attend internal staff meetings
•    Attend and participate in workshops/seminars related to position
•    Keep up-to-date on issues and information related to position and agency
•    Acquire and maintain ASL Proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Manager, Administration & Support Services, Sudbury

QUALIFICATIONS:

•    Post secondary diploma in Office Administration
•    Two to three years previous secretarial experience
•    Proficiency in Microsoft Office Suite and Internet
•    Demonstrated excellent organizational and interpersonal skills
•    Demonstrated ability to work under pressure and meet deadlines
•    Demonstrated prioritization, multi-tasking and problem-solving skills
•    Demonstrated ability to work as a team player and independently
•    Basic accounting skills an asset
•    Proficiency in American Sign Language (ASL) or willingness to learn
•    Bilingualism a requirement
•    Valid driver’s license and access to a car
•    Demonstrated sensitivity to working in a culturally diverse environment