\ ACCESS JOB DESCRIPTION ADMINISTRATIVE ASSISTANT. IDENTIFICATION Position Tite: Administrative Assistant Position Reports to: Lynn White, Director of Finance POSITION SUMMARY: ‘The Executive Administrative Assistant contributes to the efficient day-to-day ‘operations of ACCESS and supports the work of the CEO, management, and other staff. ‘This postion performs a wide varity of administrative support services ranging from ‘complex to routine, al of which contribute tothe efficient and professional operation of ACCESS. It is expected thatthe incumbent has a genuine appreciation for and an ‘understanding of protocol, discretion and professionalism. In order o provide effective and efficient services it is expected thatthe incumbent be flexible ir terms of hours of ‘work end maintains confidentiality, diplomacy and tact at all times. ATED -Oct 21,2014 LW Tage 1DUTIES AND RESPONSIBILITIES: Administrative Support Duties, Proactively create and maintain effective work flow and communications to accomplish the work of Head Office which includes the handling ofa varity of projects and tasks simultaneously. Reception ‘+ Respond to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources ‘Answer general phone enguiries in a professional and courteous manner * Greet visitors tothe organization in a professional and friendly manner Office Administration ‘+ Provide support to CEO and Management preparing agenda packages, arranging ‘meeting dates/imes/rooms, contacting participants and follow up on items as needed. Attend meetings, as required to record minutes for Managers meetings ‘© Maintain confidentiality tact, and respect a all times © Manage, type, format, copy, distribute, file and retrieve correspondence, reports and minutes ‘+ Use of computer word processing, spreadsheet and database software ‘© Maintain a comprehensive filing system ~ both paper and computer Ensure photocopiers, fax etc. are serviced and that office and kitchen supplies are oon hand, ‘Review, record, action and distribute all incoming correspondence, faxes and deliveries Prepare and send outgoing correspondence, faxes, scans, mail, and packages ‘Data entry and upkeep of ACCESS databases, ensuring a high level of accuracy ‘+ Responsible for general organization and cleanliness of the office and kiteben area (nea, tidy, presentable, dishes et.) Other duties as required SE TERT UPDATED -Oct 21, 2014 LW Page 2Knowledge, skills and abilities Proficiency in the use of computer programs for: '* Microsoft Office 2010 ( Word, Outlook, Excel, Internet Explorer, Power Point & Publisher) © Internet Browser Proficiency inthe use of office equipment: Computer Phones (voice messaging system) Fax Photo copier Postage Machine Personal Characteristics ‘The Administrative Assistan: will demonstrate competence in the following areas: ‘© Relationships: Maintain positive working relationships with others, both {internally and externally. Keeping management informed of projects progress © Communication: Excellent oral and written communication skills Needs Assesoment: Anticipate, understand snd respond tothe needs of staff, Board and clients to meet or exceed their expectations ‘¢ Teamwork: Work cocperatively and effectively with others to set gous, resolve problems, and make decisions to enhance organizational effectiveness; ability to ‘undertake self-directed tasks when necessary ‘© Organization: Excellent time management skills; attention to detail: the capacity to prioritize by assessing situations to determine urgency: ability to develop @ ‘work schedule, set goals, createfimplement action plans and monitor progress towards goals; ability to make clear, timely decisions Working Conditions ‘The Administrative Assistant will work from ACCESS Head Office, located at 108-100 Park Royal, West Vancouver, BC; 37.5 hours per week Monday through Friday ~ 8:30 am to 4:30 pm. ‘+ Policies as per Personnel Handbook ‘* Salary $17 per hour until probation is completed and then move to $18 per hour —_ ‘UPDATED -Oct 21,2014 LW. Page 3