CAREER LINK/PREP
Job Description
Administrative Assistant
April 2008
Summary
Under the direction of the Resource Team Coordinator, this position:
-provides administrative support for Career Link programs and services
including receptionist, clerical and office duties;
- is responsible for maintaining agency and self-help resources and assisting clients to use self-help services, resources, and equipment;
- serves as back-up for the Resource Team Coordinator for either bookkeeping or scheduling/systems management as required.
Terms of Reference
The Administrative and Resource Support Staff adheres to Career Link's Guiding Principles in performing her/his functions and participates in team project planning and vision meetings. This position is responsible to the Administrative and Resource Support Team. This position reports to the Program Director through the Resource Team Coordinator. As an employee of the PREP Society, this position is accountable to the PREP Board of Directors.
Qualifications
Required: demonstrated ability to communicate effectively both orally and in writing; well-developed interpersonal skills and ability to deal effectively with the public; advanced computer and office skills, including word processing and software applications, computer data entry, office systems; accuracy; ability to operate office equipment and troubleshoot problems; completion of Grade 12 and related training; minimum 1 year related experience; ability to multi-task and work within a high-paced, high productivity environment; training and experience in manual and computer bookkeeping an asset.
Duties
include but are not limited to the following:
Self-help client services and resources
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Provides individual and group orientations to Career Link services including resources and self-help services, when required
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Assists clients to use computers for job search and career planning, e.g., word processing, Internet, and other software; follows procedures for client use of personal disks
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Assists clients to use equipment such as printer, fax, photocopier, and telephone; troubleshoots clients' problems with the operation of equipment
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Assists clients to use resource materials and access information; e.g., course calendars; information about labour market, student loans, distance education; NOC code books, Work Futures, etc.
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Schedules use of self-help resources (e.g., computer) by clients
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Controls and follows up on resources lent to clients, as required
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Refers self-help clients to other Career Link services and/or other community services
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Conducts follow-up calls for clients, as assigned
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Ensures supplies (e.g., fax cover sheets, paper, pencils, pens) are available for client use
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Maintains, updates, and catalogues Career Lab and resource materials, as required
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Maintains current college/university calendars, as assigned
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Maintains the self-help service area including the Job Board, bulletin boards, pamphlet racks; updates same, as required
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Utilizes the Internet for research in various job sites to keep the Job Board current
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Maintains current knowledge of local services and Internet job-searching and career-planning websites
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Cleans the exteriors of the equipment in the Career Lab and self-help areas, e.g., copier, fax, computer keyboards and monitors, printers, etc.
Reception, Communication with Public
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Maintains courteous, welcoming atmosphere and professional appearance
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Ensures counselling sessions and workshops are not interrupted
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Handles desk and telephone reception, including receiving and relaying messages, responding to enquiries, directing visitors and clients, etc.
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Maintains positive working relationships within Career Link and with other agencies
- Maintains confidentiality
- Communicates clearly; confirms appointments and workshop attendance; notifies counsellors/ facilitators of appointment cancellations and confirmations of workshops
- Provides general information about Career Link services and refers to counsellors/facilitators for more information, if required
Word Processing, Computer Skills
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Handles word processing, data entry, organization of computer files for agency
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Proofs resumes, outgoing correspondence, etc.
- Maintains databases for client information and changes procedures as directed; inputs information from daily record sheets and workshop participation lists
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Assists in creating new databases for tracking activities, as required
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Regularly backs up database systems, as required
- Compiles information for internal and external reports, as required
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Completes reports, as required
Office Systems Organization
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Carries out procedures for opening up and closing office
- Assists in scheduling workshops, information sessions, meetings, janitorial services, and maintenance of office equipment, as required
- Maintains information and filing systems, masters file and copies of current forms, etc.
- Handles and retrieves documents and supplies, as required
- Sorts and distributes incoming mail, faxes and email messages
- Maintains recycling system for old files, shredded paper, box board, etc.
Other Duties
As required
