Administrative Assistant

Location

Whitehorse, YT | Canada

Job description

CMHA, Yukon Division is a growing agency that requires an organized team player to support programs, services and staff. This position is responsible for providing a range of clerical, administrative and reception functions. CMHA, Yukon Division is looking for a creative, motivated office ninja with excellent problem-solving skills who takes pride in doing their work well. The hours of this position are flexible, with schedule options from 25 - 37.5 hours weekly including Saturday hours.

Reporting to the Executive Director, the incumbent:

• Answers phone enquiries, taking messages and referring callers to appropriate personnel and resources as requested and provide information on agency programs.
• Greets all visitors to the agency and refers to appropriate agency programs and community resources.
• Ensures reception area is well maintained including daily cleaning and sanitation
• Refers all mental health information and crisis calls as appropriate to agency staff and community resources.
• Booking appointments using scheduling and health records software.
• Ensures internal program information is up to date: staff and board contacts, agency forms, brochures, bulletin boards etc.
• Receives all incoming mail, email, and deliveries and distributes as appropriate.
• Receives general email and filters emails for distribution to appropriate staff.
• Ensures communications and networking efficiencies.
• Provides a complete range of clerical and administrative services for management and staff as assigned.
• Maintains filing systems, creating and deleting files as required, retrieving information and ensuring that policies regarding privacy and confidentiality are followed.
• Prepares correspondence summaries and other items for meetings in consultation with the Executive Director and ensuring appropriate distribution.
• Edits and proofreads correspondence, manages calendars, adheres to deadlines and reporting requirements.
• Provides administrative and promotional support for special events as required.
• Minute taking
• Completing and managing Criminal and Vulnerable Record Checks.
• Other office related duties, as required.

Essential Qualifications:

• Post-secondary education in Office Administration, business, a minimum of 2 years directly related experience or a combination of post-secondary education and experience.
• A valid driver’s licence and use of a vehicle which will be used in conducting agency business would be considered an asset.

Desired Qualifications:

• De-escalation training.
• ASIST suicide prevention training.
• Understanding of Societies regulations for charitable organization.

Required Skills :

• Excellent interpersonal skills including ability to deal with challenging situations.
• Ability to communicate effectively and work with diverse individuals.
• Ability to work in a multi-program and multi-task environment.
• Excellent working knowledge of Microsoft Word, Power Point, Excel, SharePoint, OneDrive, internet, and email.
• Good written and oral communication skills.
• Ability to take initiative in problem solving while exhibiting judgment, flexibility, and a realistic understanding of issues.
• Appreciation of the issues related to mental illness.
• Highly confidential.
• Working collaboratively and contributing to a positive, supportive, and healthy workplace climate.

Conditions of Employment: Satisfactory Criminal Records Check

While we thank all applicants for their interest, only those selected for an interview will be contacted. If contacted for an interview, please inform us should accommodation be required.

Job tags

Salary