Part Time Administrative Assistant

Job Description

<p>Overview</p><p>The Administrative Assistant (AA) updates and maintains paper and electronic files, proofs reports, prepares courier shipments and updates production scheduling. The AA reports to the VP of Finance (alternate: the President).</p><p>Main Duties and Responsibilities</p><p>Tasks</p><ul><li>Maintain Records: Update Excel Spreadsheets, manage and maintain an efficient and organized system of filing documents (hardcopy and electronic)</li><li>Correspondence: Type and proof internal/external communications, reports, orders and production tickets</li><li>Logistics: Prepare courier shipments, export customs documents and bulk mailings</li><li>Administrative Support: Prepare month-end reports, create and distribute work orders, operate office equipment, order offices supplies, and place service calls. Organize, execute and maintain some internal events (distribution of employee birthday cards, various reservations for incoming clients etc.)</li><li>Additional Support: Greet and direct visitors, manage phones, serve refreshments to customers and visitors as required, and assist other staff with duties as required</li></ul><p>Responsibilities</p><ul><li>Perform all work efficiently, professionally and in a manner which guarantees the accuracy of the documents produced</li><li>Treat customers and vendors in a courteous and professional manner</li><li>Keep all information confidential</li><li>Be available for training (upgrading/cross-training etc.)</li></ul><p>Computer Use</p><ul><li>FoxPro: Use internal inventory system for reports, proofing, approving orders</li><li>MS Excel: Update production records, generate efficiency reports, update production schedules</li><li>MS Word: Communication with customers, vendors, co-workers, staff and create templates for filing needs</li><li>MS Outlook: Access and use agendas, calendars and communication with customers, vendors, co-workers, staff, associations via email</li><li>Internet Searches: Search for customer/vendors, MSDS updates, addresses, phone numbers etc.</li><li>Courier Software: Utilize software to prepare and organize courier shipments</li></ul><p>Health and Safety</p><ul><li>Utilize personal protective equipment listed:</li><li>Use of safety shoes at all times when in the plant</li><li>Use of hearing protection in designated areas</li><li>Department specific WHMIS training is not applicable for this position, but Generic WHMIS training will be completed annually</li><li>Compliance with all company policies and procedures reviewed during orientation, training and departmental meetings, and report unsafe acts and plant deficiencies or defects.</li><li>Responsible for keeping workstation tidy</li></ul><p>General Requirements</p><ul><li>Work independently and with co-workers</li><li>Perform tasks in accordance with instruction given by the VP</li><li>Direct questions and concerns to the VP and advise immediately if there are issues</li><li>Share expertise by training co-workers as required</li></ul><p>Physical Demands</p><ul><li>The majority of the essential tasks are performed at the desk in reception while sitting</li><li>Based on the physical demands profile (completed by CBI) for this job, the level of work is considered "Sedentary" or "Light"</li><li>Request assistance and/or clarification as needed</li><li>Respond to and/or use the paging system</li></ul><p>Environment</p><ul><li>Office</li><li>Standard office environment</li><li>Plant</li><li>Plant walkways may be uneven or have temporary cracks</li><li>Floors are wet with water in certain areas of the plant due to the processing of yarn and fabric</li><li>Factory environment may be dusty</li><li>High noise levels have been identified in certain areas of the plant</li><li>Temperatures fluctuate due to doors that frequently open and shut and operation of some equipment</li><li><p>Emission of fumes from forklifts</p></li><li><p>Shifts - Part Time Day Shift</p></li><li><p>Monday to Friday – 9 am to 12 pm (some flexibility)</p></li></ul><p>Minimum Qualifications</p><ul><li>English Language Skills – Listening, Speaking, Reading and Writing</li><li>Intermediate: understanding and creating moderately complex spoken and written communication in moderately demanding situations of language use within the four areas</li><li>Computer Skills</li><li>Intermediate: locate and retrieve files in various directories, create, open, save and close files/folders, print documents, recognize file formats, rename and delete files, use/troubleshoot peripheral devices (i.e. scanners)</li><li>College Office Administration Certificate or equivalent work experience (minimum 2 years)</li></ul><p>Working Hours are Monday to Friday, 9am - 12pm</p>