Office Administrator, ETS

Job summary

The Office Administrator provides clerical support by managing inbound communications, scheduling appointments, and maintaining office records. They also assist management with report preparation, travel arrangements, and the coordination of departmental meetings and events.

Job details

THE POSITION: The Office Administrator position is responsible for a wide variety of clerical office duties in support of the administration of STC Employment & Training. This includes coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling appointments, and assisting with reporting. RESPONSIBILITIES: * Respond to telephone, e-mail, and in “person inquiries from clients, business partners, and other parties; * Refer all inquiries to the appropriate individuals, divisions, or departments across the organization; * rake and record telephone, e-mail, or Written messages for staff members; * Receive and distribute all forms of paper correspondence; * Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions; * Provide information to staff and/or clients about special activities; * Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; * Ensure staff sign-in board is updated frequently throughout the workday; * Ensure proper and correct client information is recorded on the Client Assessment Form; * Maintain record logs of walk-in appointments and visitors; * Organize, maintain, and coordinate office records and files in their proper locations; * Compile and track incoming correspondences from phone calls received for monthly reporting; * Prepare reports in Excel; * Provide administrative support for the ETS Director and the ETS Managers; * Prepare documents such as letters, memos, reports, agendas, and presentations required for meetings; * Coordinate logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, travel and events; * Arrange travel bookings via approved providers and distribute information details to staff; * Arrange and book meetings in boardrooms, off-site conference halls, and other locations; ensure the appropriate presentation equipment is available; * Assist in ordering supplies, accept and monitor inbound shipments and re-stock to appropriate storage as necessary; * Schedule appointments for employment and training interviews; * Assists with special projects; * Observe and report any security issues to the Director or Managers; * Ensure that the appropriate evacuation procedures are carried out in the event of an emergency; * Perform other related duties as defined and assigned by the reporting Director or designate on an as and when required basis. EDUCATION AND EXPERIENCE: * Post-secondary education business administrative related; * Two years of direct work experience in an administrative capacity; or * An acceptable combination of education and administrative experience; * Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset. KNOWLEDGE, SKILLS AND ABILITIES: * Strong knowledge of general office procedures including procurement and travel arrangements. * Superior typing and dicta-typing skills at 50 words per minute. * Able to write simple correspondence, including memos, letters, etc. * General mathematical skills. * Ability to apply understanding to carry out instructions in written, verbal, or diagram form. * Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items. * Strong knowledge of Microsoft Office products, including Outlooks, Share Point, Excel, Word, and PowerPoint. * Able to maintain filing systems and basic databases. * Excellent analytical and problem-solving skills. * Meticulous records maintenance skills. * Superior telephone manners and strong interpersonal skills. * Strong written and verbal skills to communicate with all levels of the organization and its executive team.Strong customer service orientation using tactful sound judgement. * Demonstrated proficiency in Microsoft Excel, Word, Outlook and PowerPoint with an ability to easily learn new software applications. * Ability to work in a high energy environment. * Dependability: able to work independently, submit accurate documentation, and seek guidance when needed * Receptive: accept feedback, take ownership of responsibilities, and identify areas of growth * Interpersonal Skills: communicate clearly, seek solutions, and demonstrate flexibility * Integrity: keep sensitive information confidential and adheres to STC's policies * Initiative: seeks opportunities for further development WORKING ENVIRONMENT: * Able to occasionally lift items as heavy as 50 lbs. * Manual dexterity is required to use desktop computer and peripherals. * Standard office environment

What you’ll do

The Office Administrator provides clerical support by managing inbound communications, scheduling appointments, and maintaining office records. They also assist management with report preparation, travel arrangements, and the coordination of departmental meetings and events.

Requirements

Candidates must have post-secondary education in business administration and at least two years of relevant work experience. Proficiency in Microsoft Office and strong typing skills are required, along with the ability to handle administrative tasks in a professional office setting.

Listed skills

• Office Administration · Preferred
• Microsoft Office · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred
• SharePoint · Preferred
• Data entry · Preferred
• Customer service · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Inventory Control · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office administration
• Microsoft Office
• Excel
• Word
• Outlook
• PowerPoint
• SharePoint
• Typing
• Data entry
• Customer service
• Records management
• Communication
• Problem-solving
• Inventory control
• Procurement
• Travel arrangements
• Report Writing
• Administrative Support
• Tactfulness
• Energetic
• Manual Dexterity
• Data Recording
• Administrative Functions
• Microsoft Excel
• Clerical Works
• Customer Service
• Community Development
• Desktop Computing
• Governance
• Interpersonal Communications
• Inventory Control
• Problem Solving
• Mathematics
• Memos
• Microsoft Outlook
• Office Procedures
• Peripheral Devices
• Telephone Skills
• Microsoft PowerPoint
• Presentations
• Travel Arrangements
• Coordinating
• Setting Appointments
• Filing

Job areas

• Administrative
• Social Services
• Customer Service & Support
• Office Administrator
• Office Manager (General)
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

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