Anova: A Future Without Violence Hiring for Administrative Assistant Job at London Full Time

Purpose and Role of Position
The Administrative Assistant – Second Stage Housing (SSH) provides efficient clerical and administrative support at SSH.

Job Qualifications:

• Post-secondary diploma in Administrative Systems or Office Administration or related field of study or experience
• CPR and non-violent crisis intervention certifications
• Knowledge of residential related legislation such as Residential Tenancies Act

Competencies:

• Time Management
• Attention to Detail
• Client Focus
• Organization
• Ownership
• Communication
• Professionalism
• Continuous Learning
• Exceptional overall computer skills including Excel, Word and Outlook

Job Responsibilities:
Administrative Assistant – Second Stage Housing performs a wide range of duties including:

Office Systems – SSH

• Ensure the smooth operation of all office systems
• Handle incoming and outgoing mail
• Maintain office supplies inventory and order supplies as required in a cost-efficient manner
• Maintain information bulletin boards in office and for tenant information
• Provide clerical support to the Manager of Facilities and Support
• Training and supervision of administrative volunteers
• Ensure the smooth operation of the office/reception area in accordance with safety, fire and operational procedures, including security systems
• Maintain tenant files and maintenance files
• Facilitate smooth communication systems between Anova sites
• Schedule service providers i.e. monthly elevator and alarm inspections etc.

Telephone and Door Support

• Provide telephone callers and visitors to the building with accurate information and referrals to appropriate staff or other agencies
• Ensure security needs of SSH are met by following all security measures established for doors and telephone contact
• Maintain a courteous manner while assisting with telephone callers, visitors, volunteers, staff

Tenant Direct Support

• Assist with non-counseling requests and concerns
• Schedule & supervise moves at SSH
• Orientation and review of guidelines with new SSH tenants
• Process tenancy agreements and other required documents with new tenants at SSH
• Maintain confidentiality of client information

Financial Support

• Rent collection and recording of monthly rental charges & arrears
• Maintain and reconcile SSH petty cash and submit cash requests to finance department
• Collect laundry machine money and submit to finance department for deposit
• Maintain accurate electronic and hardcopy records of rental payments, arrears, tenant, maintenance and general administrative files; This requires regular creation/maintenance and usage of various computer programs including Excel
• Regularly report to a variety of ministries and/or City of London regarding the legislated requirements of SSH

Occasional Duties

• Maintain current knowledge of regulatory requirements such as Residential Tenancies Act and other relevant housing legislation
• Participate in orientation/training of new staff, students, and volunteers
• Attend regular staff meetings, team meetings and training sessions as appropriate and/or required
• Participate on agency committees as appropriate and/or required
• Follow Anova policies and procedures as documented and required
• Maintain a current awareness of gender-based violence, issues related to women and current data specific to Anova
• Model Respect at Work principles and skills while carrying out daily activities
• Deal effectively with job related stress including assessing personal need for time off and/or professional development
• Other duties as assigned

Hours of Work
30 hours per week, generally Monday – Friday daytime hours but some flexibility is required.

Job Types: Full-time, Permanent

Salary: $20.67 per hour

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Wellness program

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• London, ON: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (required)

Experience:

• administrative assistant: 3 years (preferred)
• receptionist: 3 years (preferred)

Licence/Certification:

• CPR Certification or willing to achieve before starting (required)

Work remotely:

• No