Office Assistant - Saskatoon, SK (Personal Services)

Location: Saskatoon, SK
Position: Full-time Permanent
Posting Closing Date: May 5, 2025

This position is the first point of contact for admin support at multiple locations resulting to location and hour change at the Last minute.

The Office Assistant provides administrative support by generating and distributing correspondence, assisting with the management of participant admissions, transfers, discharges, and reports. The Office Assistant manages the reception area for the administrative building and directs inquiries to the appropriate person or department. The Office Assistant manages the filing system including; filing, tracking files, and archiving. The Office Assistant is responsible for invoicing and securing Client payments.

Qualifications

Education and Professional Certification

• Certificate or diploma in office administration or a related field of study.

Experience

• Minimum one (1) year of experience working in an office environment.
• Experience working on computers with software packages including; Excel, Word, and Outlook. 
• Experience working with various databases.

 Skills and Characteristics

• Ability to complete tasks independently and efficiently.
• Ability to work collaboratively in a team environment.
• Strong interpersonal skills with the ability to form professional working alliances.
• Strong written and oral communication skills.
• Ability to adapt to new situations.
• Effective time management and organizational skills with the ability to prioritize.
• High attention to detail.
• Understands budget and allocation of resources.
• Emotional competence and self awareness.
• Strong problem solving and decision-making skills.
• Open to continuous education and learning and development opportunities.
• Proficient computer skills.

Duties and Responsibilities

Services

• Answer and direct calls on main switchboard.
• Process incoming and outgoing mail
• Books facilities and meals for agency training.
• Responsible for sending and updating agency training Outlook invitations.
• Assists Group Living/Supported Living Directors with administrative duties relating to large meetings and/or workshops.
• Prepare and maintain participant files.
• Manage participant filing system including; filing, tracking files, and archiving.
• Enter and update participant information, including processing, tracking, and recording referral memos, admissions, transfers, discharges, and reporting in applicable databases
• Obtain authorization for purchase orders and invoices. Process, distribute, and track purchase orders and forward to accounting or external providers.
• Develop, maintain, and update documentation and correspondence such as; reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
• Distribute agency reports, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Ensure the reception area is tidy and presentable.
• Perform other related duties as assigned.

 Leadership

• Provide leadership and training to new employees.
• Display positive role modelling, agency values, and fairness.
• Ensure policies, procedures, and agency standards are being met.

Management of Resources

• Maintain office supply inventory and order office supplies as needed.  Submit receipts and reconcile expenses for office supplies. 
• Ensure maintenance of office equipment and arrange for repairs and service as required.
• Facilitate the collection of budget projections and monthly budget reconciliations and forward to accounting.

Safety

• Maintain, promote, and reinforce safe work habits, practices, and procedures.
• Adhere to written or verbal agency and government regulations, policies, practices, and instructions.

 Additional Requirements

The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines. 

Wage range for this position is $21.25 to $27.83 per hour. If you have any questions, please contact Kim Siddons at kim.siddons@ranchehrlo.ca.

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