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 e.g. quick phone calls, simple forms, etc.
* Book appointments for clients 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 CDP, 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, assist with inventories, etc.
* 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
* Advocate for community accessibility and liaise with consumer communities
* Participate in community projects and specialized campaigns e.g.: fundraising, May Month, etc.

Professional Development:

* Attend internal staff meetings
* Attend and participate in internal committees, 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, Kingston

QUALIFICATIONS:

* Post-secondary diploma in Office Administration
* Two to three years previous secretarial experience
* Proficiency in Microsoft Office Suite and Internet
* Basic accounting an asset
* 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
* Proficiency in American Sign Language (ASL) or willingness to learn
* Proficiency in French (spoken and written) an asset
* Demonstrated sensitivity to working in a culturally diverse environment