Overview
Do you want to make a meaningful difference in the lives of people and the community? If so, you have come to the right place.
Tri-Alliance Shared Services Organization provides 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 join a dedicated and committed team whose mission is to nourish inclusion and promote people’s full participation as valued and contributing citizens.
Position Summary
The Administrative Assistant is responsible for a wide range of administrative duties in support of Tri-Alliance Shared Services Organization and its agencies. This position includes coordinating and communicating office activities, screening visitors, answering and directing inbound telephone calls, and providing general administrative support to staff, leadership, and community members.
Duties and Responsibilities:
Reception
- Welcome all visitors to the agency in a professional and courteous manner.
- Manage the agency's telephone and voicemail systems.
- Respond to telephone, email, and in-person inquiries from families, people supported, staff, visitors, and community members.
- Refer inquiries to the appropriate individuals or departments.
- Administer and manage inbound and outbound mail, faxes, parcels, courier services, and deliveries.
- Ensure information is directed to the appropriate person while dealing tactfully with information of a personal or confidential nature.
Administrative Support
- Provide day-to-day administrative support services as required.
- Compile information for the quarterly employee newsletter, including preparing layouts, typing content, and distributing materials to employees.
- Operate office equipment and arrange servicing for printers, photocopiers, paper shredders, fax machines, scanners, postage meters, postage scales, and other office equipment as needed.
- Maintain the central office supply system, including inventory management, purchasing supplies, and billing departments for usage.
- Assist in maintaining and issuing all Administration Office keys and key fobs in a confidential and secure manner.
- Develop and maintain templates for common office documents as required.
- Assist with event coordination and setup to ensure the smooth functioning of special events, fundraising activities, and promotional events.
- Serve as the main contact for the agency’s phone and video conferencing systems.
- Provide managerial support by assisting with filing, spreadsheets, and other administrative tasks as requested.
- Support user access to IT systems including emails and MS Office
- Take minutes at various committee meetings as required.
- Coordinate with insurance providers to ensure accurate and necessary insurance policies are in place for Tri-Alliance and its partner agencies, including automobile, property, and content insurance, as well as MTO license stickers and accessible parking permits.
Passport
- Work collaboratively with Passport program to ensure all relevant expenses are posted to including invoices, support hours, travel, and purchases.
- Assist in distributing purchased items.
- Provide information to passport regarding any expenses chosen for audit.
- Assist the Passport program 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 Duties
- Work collaboratively with agency staff, departments, and volunteers.
- Operate in an effective, efficient, and person-centered manner to achieve the best outcomes.
- Maintain awareness of agency practices and department operations in order to respond to routine inquiries and direct inquiries appropriately when necessary.
- Stay informed of current trends in the field and update knowledge as necessary through training, courses, workshops, and participation on Agency committees.
- 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 within a non-profit or community services setting.
- Proficiency with Microsoft Office programs including Excel, Outlook, PowerPoint, Publisher, and Word
- Strong attention to detail with excellent follow-through skills and the ability to take initiative.
- Superior time management, multitasking, and organizational skills with the ability to prioritize tasks with minimal supervision.
- Strong analytical thinking, planning, prioritization, and problem-solving skills.
- Excellent verbal and written communication skills.
Hours of Work: Full time, Monday to Friday 8:30am to 4:30pm
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 do not use artificial intelligence or automated decision-making tools in any part of our recruitment or hiring process. 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 contacted.
Job Types: Full-time, Permanent
Pay: $50,275.00-$55,247.00 per year
Benefits:
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
Education:
- Secondary School (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative : 2 years (required)
Work Location: In person
