POSITION SUMMARY:

Perform general reception and secretarial functions for the office. Facilitate and provide secretarial support for internal departments. Provide general information in response to public inquiries

MAJOR RESPONSIBILITIES:

Direct Service:

•    Provide general reception duties i.e.: answer/forward incoming calls, screen and take messages
•    Greet clients and public
•    Provide appropriate information about CHS services in response to phone, correspondence and walk in inquiries
•    Book appointments for clients and office staff as required
•    Act as a resource for walk-in inquiries and refer clients/calls to appropriate internal or external services
•    Sales; receive funds, provide receipts and forward information
•    Provide information, respond to and follow up with the public regarding communication devices, loaners, device orders, repairs, costs, shipping and receiving   
•    Prepare packages, send out information and provide registration for CHS workshops, open houses, self help groups and classes
•    Provide appropriate guidance to volunteers
•    Liaise with regional staff and participate as an active team member
•    Provide appropriate special assistance in the absence of other staff
•    Other duties as assigned

Administration:

•    Receive, sort and distribute all incoming mail/parcels and prepare and purchase postage/courier
•    Type general correspondence, memos, and take minutes for internal meetings as assigned
•    Responsible for organizing internal/external meetings where necessary including room, video conferencing, audio-visual equipment, interpreters, captionist etc.
•    Provide appropriate documentation for Financial Services regarding invoices, receipts, incoming funds, bank information etc, re: programs and services
•    Receive cash, cheques etc, prepare bank deposits and forward as required
•    Responsible for office petty cash

Administration:

•    Research, maintain and update resource information and files in relation to CHS services and community issues
•    Maintain confidential office files and provide general clerical support e.g.; photocopying, filing, fax for office staff
•    Maintain and update CHS Durham website information as necessary
•    Maintain accurate records and statistics as requested including community education and staff presentations, sales, booking of equipment and devices
•    Maintain inventory controls and related records for communication devices, batteries and CHS marketing materials
•    Maintain staff attendance records
•    Maintain and order office supplies as required
•    Facilitate building and equipment maintenance
•    Other duties as assigned

Community Education:

•    Provide information to public via phone, correspondence and walk-in inquiries
•    Advocate for community accessibility and liaise with consumer communities
•    Participate in community projects and specialized campaigns e.g.: fundraising, May Month, etc.

Professional Development:

•    Attend internal staff meetings
•    Attend and participate in internal committees, workshops/seminars related to position
•    Keep up-to-date on issues and information related to position and agency
•    Acquire and maintain ASL Proficiency requirement for the position

LINE OF RESPONSIBILITY:

Manager Administration & Support Services, Peterborough

QUALIFICATIONS:

•    Post secondary diploma in Office Administration
•    Two to three years previous secretarial experience
•    Proficiency in Microsoft Office Suite and Internet
•    Basic accounting
•    Valid drivers license and access to a vehicle
•    Ability to take initiative in team-oriented environment
•    Demonstrated excellent organizational, communication and interpersonal skills
•    Demonstrated ability to work under pressure and meet deadlines
•    Demonstrated prioritization, multi-tasking and problem-solving skills
•    Demonstrated ability to work as a team player and independently
•    Proficiency in American Sign Language (ASL)
•    Demonstrated sensitivity to working in a culturally diverse environment