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
• 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, respond to and follow up with the public regarding communication devices, loaners, device orders, repairs, costs, shipping and receiving   
• Prepare packages, send out information and provide registration for CHS workshops, open houses, self help groups and classes
• Provide appropriate guidance to volunteers
• Liaise with regional staff and participate as an active team member
• Provide appropriate special assistance in the absence of other staff
• Other duties as assigned

Administration:

• Receive, sort and distribute all incoming mail/parcels and prepare and purchase postage/courier
• Type general correspondence, memos, and take minutes for internal meetings as assigned
• Responsible for organizing internal/external meetings where necessary including room, video conferencing, audio-visual equipment, interpreters, captionist etc.
• 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
• Responsible for office petty cash
• Research, maintain and update resource information and files in relation to CHS services and community issues
• Maintain confidential office files and provide general clerical support e.g.; photocopying, filing, fax for office staff
• Maintain and update CHS Durham website information as necessary
• Maintain accurate records and statistics as requested including community education and staff presentations, sales, booking of equipment and devices
• Maintain inventory controls and related records for communication devices, batteries and CHS marketing materials
• Maintain staff attendance records
• Maintain and order office supplies as required
• Facilitate 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

LINE OF RESPONSIBILITY:

• Manager Administration & Support Services, Peterborough

QUALIFICATIONS:

• Post secondary diploma in Office Administration
• Two to three years previous secretarial experience
• Proficiency in Microsoft Office Suite and Internet
• Basic accounting
• Valid drivers license and access to a vehicle
• Ability to take initiative in team-oriented environment
• Demonstrated excellent organizational, communication 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)
• Demonstrated sensitivity to working in a culturally diverse environment