Administrative Assistant

Full Time Permanent

Hours of work: Full-Time, Monday to Friday, 8:00am to 4:00am

Benefits: Vacation, Paid time off

Starting Salary: $50,275 -$55,247

Location: This position will be based out of the Community Living Walkerton and District Admin Office in Walkerton, ON, however travel to other Tri-Alliance agencies may be required from time to time.

Do you want to make a difference in the lives of people and the community? If that is you, you have come to the right place! Tri-Alliance Shared Services Organization, is an organization providing management and administrative services to Bruce Peninsula Association for Community Living, Community Living Owen Sound and District and Community Living Walkerton and District. Located throughout Bruce and Grey counties, the Tri-Alliance agencies support people with developmental disabilities to live meaningful lives within their communities. As an employee of Tri-Alliance you will be joining a dedicated and committed team whose mission is to nurture inclusion and promote people’s full participation as valued and contributing citizens.

The Administrative Assistant is responsible for a wide variety of administrative duties in support of the Tri-Alliance Shared Services Organization and its agencies. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, and providing general administrative support.

Duties and Responsibilities:

Reception

• Welcome all visitors of the agency in professional and courteous manner.
• Manages the agency’s telephone and voice mail system.
• Respond to telephone, e-mail, and in-person inquiries from families, people supported, staff, visitors, and other parties.
• Refer all inquiries to the appropriate individuals or departments.
• Administer and manage inbound and outbound mail, faxes, parcels, courier services, and other correspondence ensuring information is directed to the correct person, dealing tactfully with information that is of a personal or confidential nature.

Administrative

• Provide day-to-day administrative support services for the Chief Executive Officer, staff, volunteers, committee members and the Board of Directors as required.
• Compile information for the quarterly employee newsletter – prepare layout, type and distribute to employees
• Operate office equipment and arrange for servicing printers, photocopiers, paper shredders, fax machines, scanners, the postage meter, the postage scale, and/or other office equipment.
• Maintain the central office supply system, making inventory purchases and billing appropriate departments for their usage.
• Assist in maintaining in a confidential secure manner all keys for the Administration Office.
• Develop and maintain templates for common office documents as required.
• Assist in event coordination and set up. Ensure the smooth functioning of special events such as fundraising and promotional activities.
• Prepare specialized reports for Managers as required.
• Phones: main contact for our phone and video conferencing systems. Including cell phones, ordering and setting up.
• Managerial Support: assist managers with filing, spreadsheets, and any other administrative tasks upon request.
• Take minutes at various committee meetings upon request.
• Insurance: Coordinate with insurance company to ensure accurate and necessary insurance policies are in place for TASSO and its agencies, including automobile, property, and SIL insurance. As well as MTO license stickers, and accessible parking permits.

Passport

• Work collaboratively with Manager of Passport to ensure all relevant expenses are posted to Passport One. Input data into TIMMS including invoices, support hours, travel, and VISA purchases.
• Assist in distributing purchased items.
• Provide information to passport regarding any expenses chosen for audit.
• Assist Manager of Passport in administrative tasks related to the Passport program as needed.

Finance

• Support the finance department by coding invoices, entering visa transactions, verifying tax calculations, and ensuring invoices are accurately filed.

Other

• Work collaboratively with other agency staff, departments, and volunteers.
• Operate in an effective, efficient, and person-centered manner to achieve the best outcomes.
• Keep abreast of agency practices and department operations in order to facilitate responses to routine inquiries, directing inquiries to the appropriate person when necessary.
• Stay informed of current trends in the field and be willing to update knowledge as necessary by taking pertinent courses, attending training events, or participating in Agency committee
• Perform other duties as assigned.

Qualifications:

• Demonstrated passion for serving the community with exemplary customer service skills.
• College diploma in Office Administration or Business Administration, or a university degree combined with relevant experience.
• Minimum of 2–3 years of administrative or office experience, preferably in a non-profit or community services setting.
• Proficiency with the Microsoft suite of tools, including but not limited to Excel, Outlook, PowerPoint, Publisher, and Word, as well as Canva.
• Attention to detail and excellent follow-through skills with the ability to take initiative.
• Excellent writing skills, including proper spelling, grammar, and punctuation.
• Superior time management skills, multitasking abilities, and the capability to prioritize tasks with minimal supervision.
• Sound analytical thinking, planning, prioritization, and execution skills.
• Excellent verbal and written communication skills.

We offer a competitive salary, full benefits and pension

Please submit cover letter and resume to jobs@triallance.ca quoting:

Admin Assistant – Job Posting Admin-2025-060

Tri-Alliance Shared Services Organization is proud to be an equal opportunity employer, valuing and respecting diversity. We are committed to inclusive, barrier-free recruitment and selection processes. We will accommodate the

needs of qualified applicants under the Human Rights Code and Accessibility for Ontarians Disability Act, in all aspects of the hiring process, upon request. We thank all applicants for their interest; however, only those being considered for an interview will be contracted.