Women’s Crisis Services of Waterloo Region

Career Opportunity Women’s Crisis Services of Waterloo Region provides emergency shelter to women and children leaving abusive relationships. We operate 2 shelters: Anselma House in Kitchener and Haven House in Cambridge. Our facilities operate on a 24/7 basis. We believe every woman and child deserves to live a life free from violence.

We are inviting applications for Permanent Full-Time Administrative Assistant.

Position Overview The Administrative Assistant is responsible for providing administrative and clerical services in order to ensure effective and efficient operations of the agency. This is a non-bargaining position reporting directly to the Human Resources Manager and is a position of confidence and trust.

Summary of Responsibilities  Provide support to managers when required for administrative activities  Perform clerical duties as required  Create and modify documents such as reports, memos, letters and other documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other programs  Assist with updates to the agency’s website and social media sites  Assist with the preparation of events, meetings or conferences  Compile, transcribe and distribute minutes of meetings such as staff meetings, staff training or committee meetings  Data entry and maintenance of databases as required by the management team  Organize and maintain the agency archives including arranging yearly archive process for the agency and destruction of files  Inventory control for items such as office supplies, sale items, agency materials  Order and maintain an up to date and adequate inventory of office supplies sufficient to meet the needs of both shelters  Assist with the coordination of contractors attending facilities to complete pre-authorized work  Assist in the preparation/orientation, and the departure of agency personnel  Assist with training administrative volunteers as required  Assist with agency scheduling  Responsible for the daily sorting and distribution of all mail services functions  Maintain agency communication (i.e. scheduling, emails, etc.)  Maintain all agency forms and develop new ones as required  Maintain the appearance of the front reception/office/lobby area  Handle all incoming inquiries on the business line, disseminating inquiries to the appropriate department or personnel  Answer the door to all visitors, contractors or non-agency personnel, ensuring appropriate parties are notified  Provide back-up for the Administrative Specialist as deemed appropriate by the Human Resources Manager  Valid Ontario Driver’s License, valid insurance and access to a reliable vehicle  Perform other tasks as required by the manager or designate Required Skills and Qualifications

Education Requirements  A Post-Secondary diploma in business or office administration from a recognized college and/or equivalent as determined by Women’s Crisis Services of Waterloo Region , along with a minimum of three years relevant experience in an administrative position.

Skill Requirements  Must have advanced knowledge of Microsoft Word, Access, Publisher, Power Point, and Excel  Demonstrated computer proficiency in; internet and e-mail fundamentals  Experience using SharePoint and graphic design skills an asset  Solid and effective interpersonal and communication skills (including oral, written and visual)  Strong organizational and time management skills; the ability to multi-task and meet deadlines  Accuracy and attention to detail a must  Ability to establish and maintain effective working relationships internally and externally with staff, management, volunteers, suppliers, community partners and external stakeholders  Demonstrated sound judgment and the ability to be decisive in crisis situations.  Demonstrated independent thinking, initiative and creativity  Ability to function successfully both independently and within a team  Demonstrated professional appearance and conduct

Interested applicants are invited to send a detailed resume plus a cover letter that includes salary expectations by September 18, 2013 to:

Joyce Birnstihl Human Resources Manager Women’s Crisis Services of Waterloo Region 700 Heritage Drive Kitchener, ON N2A 3N9 Email: [email protected]

We are an equal opportunity employer

Only those applicants selected for an interview will be contacted