Administrative Assistant (Social Service)
A not-for-profit social service agency with 500 employees delivering services in newcomers settlement, employment, affordable housing and senior care is looking for Administrative Assistant. Reporting to Director, Community Services the Administrative Assistant is responsible for variety of coordination, clerical and reception duties for the Assisted Living Program such as conducting tours and orientation, receiving visitors, operating the switchboard, typing, processing financial information/accounting procedures, interpretation and translation, and processing incoming and outgoing mail.
Duties and responsibilities:
Assists with resident/client intake by performing duties such as obtains resident/client information and completes documentation required. Schedules and confirms resident/client for appointments and maintains waiting lists.
Prepares monthly reports as directed. Reports discrepancies to Manager/Designate as required.
Conducts tour for potential residents/clients, families and visitors as directed by the Manager/Designate.
Answers general inquiries both in person and by telephone regarding services provided and operating hours; simple equipment related problems and reports to Manager/Designate.
Coordinates residents/clients appointments such as hairdressing, arranges transportation and booking volunteers as required.
Operates switchboard by connecting incoming calls to appropriate locals and placing outgoing calls as requested, transfer calls and takes messages as required.
Performs clerical duties such as data entry, filing, photocopying, typing and distributing a variety of records/forms/information. Entering statistical information, prints and distributes reports as required.
Translates and types materials such as correspondence, memo, reports, minutes and various other documents from written and electronic formats, both in English & Chinese.
Accepts lost and found items and documents them.
Processes financial information such as accounts receivable, billing by performing duties such as enters and updates records using a computerized system, calculates client billing totals, matches/checks documents such as invoices to purchase orders, invoices and receipts, verifying information such as quantities and prices. Submits documentations to Accounting as per established guidelines/policies & procedures.
Performs routine cash management duties such as receiving, recording, and issuing receipts for payments, balancing cash transactions, preparing and making bank deposits, reconciling bank statements, and maintaining and balancing petty cash accounts.
Assists residents/clients with rehabilitation activities such as mobility and strengthening exercises, walking programs etc.
Ensures that equipment is in safe working condition and follows up as necessary. Reports any issues/concerns related to safety such as, but not limited to, suspected resident abuse, unsafe and hazardous conditions, sentinel and near miss events. Completes incident reports.
Grade 12 education
Office Administration Certificate or above
Two-year recent related experience or an equivalent combination of education, training and experience.
Basic accounting knowledge
Working knowledge of personal computer and business-based software programs, i.e. MS Suite
Ability to type 60 w.p.m.
Strong customer service skills
Ability to communicate effectively, both verbally and in writing. Ability to communicate in Chinese (Cantonese/Mandarin) is an asset
Excellent customer service skills with the ability to deliver positive customer experiences
A good team player, able to collaborate with and assist other colleagues
Possess a positive, proactive, self-motivated work attitude