Administrative Support Specialist, Permanent Full Time
Administrative Support Specialist, Permanent Full Time
Reporting to the Associate Administrator, the Administrative Support Specialist is responsible for the administrative and clerical duties of the Dufferin Oaks Administration Department and support of other departments throughout the home as required. This position provides backup and relief of departmental Accounting Clerk positions.
What you’ll do
- Maintain office supplies, ensuring appropriate inventory levels, including ordering, receiving deliveries, and organizing storage areas
- Send, receive, and distribute mail, including courier services and fax transmissions. Responsible for electronic postage machine, ensuring sufficient postage levels and supplies and replenishing as necessary. Prepare usage reports as required
- Provide support for office equipment, including supplies, resource bookings, operation, and service coordination
- Responsible for the management and coordination of electronic and manual files in accordance with corporate and legislative requirements. Including, but not limited to filing, storage, destruction and database entry
- Lead and provide support in the development of forms and documents as required, utilizing appropriate software and technology
- Participate in staff orientation and new resident admission processes
- Meeting coordination, including scheduling, resource booking and preparation of minutes, agendas, reports and correspondence as required
- Support departmental quality initiatives, including completion of identified audits and best practices. Identify opportunities for policy, business practice and process improvements
- Undertake special projects as assigned
- Act as the primary point of contact for inquiries from the public, outside agencies and other departments
- Provide visitor and resident support, including determining and facilitating appropriate service requirements
- Primary contact for facility bookings by external users
- Responsible for internal and external communications as directed. This includes development and posting of effective communication materials, utilizing graphic design skills and software, ensuring applicable legislative requirements are met
- Act as Dufferin Oaks liaison on applicable corporate committees, including Dufferin County Communications Team
- Responsible for posting updates and edits of Dufferin Oaks internal and external website content
- Prepare accounts payable invoices for submission to Accounting Clerk, ensuring accuracy and appropriate GL account coding, authorization and backup
- Identify accruals for year-end treasury reports
- Create Purchase Orders and Cheque Requisitions as requested
- Reconciliation and submission of Dufferin Oaks corporate credit card statements as per Finance Department specifications
- Receive and process payments from residents and other stakeholders
- Responsible for processing of donations, including collection, preparation and distribution of charitable donation receipts and acknowledgements
- Maintain Resident Petty Cash, including deposits, reimbursement, reconciliation and replenishment
- Other duties as assigned