Serve as first point of contact for visitors and callers, manage mail and office supplies, prepare and organize documents, maintain files, dispatch contractors, and support department staff with clerical tasks while maintaining confidentiality and professionalism.
Job Purpose:
Reporting to the Housing Manager, the individual position ensures the efficient and effective day to day operation and supports the work of the department staff to provide quality service provision for those we assist with housing concerns.
Duties and Responsibilities:
- Act as the first point if contact to all department visitors and provide relevant and accurate information relating to their questions, concerns or suggestions.
- Maintain a high level of confidentiality in all interactions.
- Present a positive and professional image of the department and organization when interacting with employees, clients, visitors and others.
- Answer telephone and electronic inquires and relay telephone calls and messages.
- Dispatch contractors when required.
- Administer and manage inbound and outbound mail or other correspondence.
- Assist in preparing, reviewing and or editing various forms of client correspondence and filing in housing files.
- Photocopy and organize documents for distribution, mailing, binding and filing.
- Organize and keep up to date and maintain office records and files.
- Assist in the review of documents, reports, and correspondence prepared for executive or management signatures for format, content, grammar, and spelling.
- Maintain and monitor office supply inventory levels, place orders as required.
- Participate in professional development activities to improve knowledge and skills.
- All other duties as requested.
Knowledge, Skills and Abilities Required:
- Minimum High School Diploma.
- High flexibility with strong interpersonal skills.
- Strong sense of ethics and the ability to handle sensitive or private information with tact or discretion.
- Demonstrate time management skills.
- Ability to prioritize and manage conflicting demands.
- Ability to adapt to new technology.
- Ability to deal with people sensitively, tactfully, diplomatically and professionally at all times.
- Must have well rounded computer knowledge – internet, word processing, spreadsheets, database programs.
- Detail orientated.
- Excellent telephone manners and strong interpersonal skills.
- Knowledge of First Nation culture, government, languages and community dynamics is considered an asset.
Working Conditions and/or Physical Requirements:
- Monday to Thursday 8:30 AM– 4:30 PM, Friday 8:30 AM – 2:00 PM. Overtime as required.
- Indoors, Bust environment.
- Repetitive tasks – computer related activities, sitting, speaking with individuals.
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