POSITION SUMMARY:

Perform general reception and secretarial functions for the regional office. Facilitate and provide secretarial support for internal departments including Toronto Region Administration and other departments as required. Provide general information in response to public inquiries.

MAJOR RESPONSIBILITIES:

Direct Service:

• Greet clients and public
• Provide general reception duties, i.e. screen, forward calls and take messages; answer emails
• Provide confidential and general secretarial/clerical support to the manager and other staff when required
• Monitor the Employment Services Resource Centre and provide assistance when needed
• Assist with processes related to registrations for sign language services; receive funds and provide receipts
• Act as a resource to the public and other agencies on programs and services and refer to appropriate programs/departments, agencies where necessary
• Responsible for organizing meetings where necessary including room, video conferencing and data projector set up; booking space, interpreters and CART services etc.
• Order office supplies and active maintenance of general office equipment and supplies
• Provide appropriate back-up special assistance for clients as required in the absence of other staff e.g. filling out forms, etc.
• Provide appropriate guidance to volunteers and student placements
• Liaise with regional staff and participate as an active team member
• Assist manager/team members in preparation of special projects as required
• Other duties as assigned

Administration:

• Receive, sort and distribute incoming all incoming mail/parcels for the regional office
• Research, maintain and update resource information and files in relation to CHS services and community issues
• Maintain confidential office and personnel files
• Provide general clerical support e.g. photocopying, typing minutes, memos, letters, filing, FAX, etc. as required
• Maintain and order office supplies as required
• Prepare, collate and compile statistics for the region and programs as required
• Responsible for preparation of committee meetings and other groups/meetings including, room set up, equipment, dissemination of agendas, booking rooms, interpreters, etc.
• Responsible for administration (including monitoring, revision and distribution of forms) in relation to departmental and regional matters
• Provide confidential and general secretarial support to the Regional Director and Manager of Administration and Support Services
• Initiate and respond to confidential correspondence as required
• Maintain records for the booking and use of the Toronto Region Nissan Van
• Other duties as assigned

Community Education:

• Provide information to public via telephone, correspondence and walk-in inquiries
• Advocate for community accessibility and liaise with consumer communities
• Participate in community projects and specialized campaigns e.g.: United Way, MayMonth, 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 the ASL proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Reports to Manager, Administration & Support Services, Toronto Region

QUALIFICATIONS:

• Graduate of a Community College in Office Administration or equivalent
• 2-3 years work experience
• Basic accounting experience
• Proficiency in MS Office Suite, Internet and database applications
• Front Desk:  excellent customer service, communication and interpersonal skills
• Excellent organizational skills and ability to work both independently and within teams
• Excellent information coordination skills and attention to detail
• Able to work under pressure and meet deadlines
• Proficiency in American Sign Language (ASL) or willingness to learn
• Demonstrated sensitivity to working in a culturally diverse environment