Job Description Job Summary: We are currently seeking a customer service-oriented individual to fill an Administrative Assistant position reporting to the Administrative Manager of Autism Services. In the role of Administrative Assistant, you will be responsible for providing administrative support to the program which includes scheduling, coordinating event invitations, drafting and tracking documents, monitoring and uploading client files, reception duties (greeting clients, scheduling, answering multi line phone system), ordering supplies, scanning, copying, preparing materials, and data entry. You will also be responsible for providing recruitment support such as screening job applicants, scheduling interviews, informing candidates of interview outcomes, and drafting and tracking recruitment documents.

The position is 4 days per week (28 hours) primarily Wednesday-Friday from 8:30-4:30p.m. The schedule may vary due to office coverage requirements. Evening and weekend availability is required.

Kinark’s office hours at 7271 Warden Ave, Markham, ON L3R 5X5:

Monday-Thursday 8:30a.m. -7:30 p.m.

Friday – Saturday 8:30a.m. – 4:30p.m.

Duties & Responsibilities:

• Reception duties including greeting clients, registering visitors, internal communications, managing incoming and outgoing mail including regular mail services, courier services and other deliveries as required.
• Generating invoices, processing payments, and creating receipts.
• Assisting with meeting/training room set up as well as common spaces and kitchen orderliness.
• Supporting clients and external parties with appointment and meeting bookings.
• Drafting and tracking recruitment documents.
• Interview (recruitment) support including scheduling interviews, attending interviews, preparing interview and hiring documentation.
• Additional recruitment support such as screening resumes, informing candidates of outcomes and liaising with new hires.
• Preparation and follow-up of AdobeSign, Secure File Sharing Portal documents, and communications to external parties and individuals receiving service.
• Timely and accurate uploading of documents into client files.
• Accurate recording of files and data being sent for archiving.
• Tracking office and PPE supplies, communicating with vendor and tracking and supply orders.
• Auditing of files to ensure documentation is up to date and contains the appropriate sign-off by clients and service providers.
• Supporting the administrative requirements of the office which may include coverage for other admin roles, projects and participating in client information mailings.
• Utilization of Deltek and EMHware database.
• Other duties as required.

Qualifications:

• Community College Diploma in a related field or equivalent work experience supporting clients.**
• Sound knowledge of administrative practices.
• Proven Word, Excel, Power Point and Outlook skills.
• Winning team attitude and ability to work independently.
• Excellent interpersonal and customer service skills.
• Ability to learn new software as needed.
• Excellent time management, organizational and self-planning skills.
• Candidates Bilingual in English and French will be given special consideration.