Administrative Assistant

The Exchange Administrative Assistant demonstrates the Agency’s core values by providing professional client-focused service to all clients, visitors and donors by responding to enquiries in accordance with the applicable customer service protocols for the division. The Exchange Administrative Assistant also performs an array of administrative functions that support Community Resources staff members to effectively deliver service to their clients. In addition, the Exchange Administrative Assistant is responsible to greet donors, receive and prepare food donations for distribution to clients who are accessing basic needs supports at the Exchange.

Position Deliverables/Accountabilities: Under the general direction of the Manager, Food Bank, the incumbent:

▪ Serves clients and visitors by greeting, welcoming, directing and announcing them appropriately, in accordance with program protocols;

▪ Answers, screens and forwards any incoming phone calls while providing basic information when needed;

▪ Maintains security by following procedures and controlling access to the facility;

▪ Updates appointment calendars and schedules client appointments and meetings;

▪ Provides direction and support for client registration and appointments;

▪ Maintains the confidentiality of client records and ensures that the privacy of client information is always protected;

▪ Provides administrative support for workshop and event registrations;

▪ Data entry for client appointments in client tracking system (CTS), and Link 2 Feed database;

▪ Assists in the preparation of reports and statistical information, etc. as required;

▪ Responds to situations in accordance with Agency Policy and Procedures;

▪ Answers receiving doorbell and greets donors;

▪ Accreditation required building checks

▪ Coordinates office supply orders;

▪ Tracks and coordinates facility needs and/or maintenance;

▪ Creates and maintains weekly volunteer schedule and coordinates volunteer correspondence;

▪ Tracks all volunteer service hours and statistics;

▪ Assists with housekeeping duties as required;

▪ Other duties as assigned.

Core Job Posting Requirements/Criteria: 

• 2-year college diploma in a relevant field or transferrable experience;

• Experience working in an office environment in a customer service role

• Experience working in a community setting or similar environment;

• Experience working with Databases; familiarity with data management applications;

• Commitment to relationship building in delivery of client service;

• Flexibility in delivery of programming and administration;

• Demonstrated telephone skills and ability to maintain professional demeanor;

• Demonstrated ability to function well in a team-oriented work environment;

• Excellent interpersonal, analytical, communication and teamwork skills;

• Effective Communicator; strongly developed communication skills, including empathetic listening and responsiveness;

• Passionate about helping others; Committed to working with a team to build a great customer experience;

• Competence and proficiency in working with computers, databases and particularly Microsoft Office 365 (Word, Excel, Outlook), and various digital platforms including Google, Zoom, Teams, etc.;

• Ability to lift 50 lbs at a time;

• Access to a personal device (smart phone or tablet)

• Satisfactory Criminal Record Check

AI Disclosure : CCS is not using AI in the hiring process

Interested applicants can apply by forwarding an updated resume and cover letter via e-mail to recruit@ccs4u.org by the deadline.  Please cite competition #[insert job posting number here].

We thank all applicants for their interest but will only be contacting those selected to attend an interview. CCS is an equal opportunity employer encouraging applications from qualified individuals from diverse groups including Indigenous peoples, visible minorities, persons with disabilities, persons of all sexual orientation or gender identity and other grounds identified under the Ontario Human Rights Code.  CCS will provide information and/or accommodation pertaining to this job posting and/or the recruitment process in an accessible manner upon request. CCS will be keeping records of the interview process for at least 3 years period