Title: ADMINISTRATIVE ASSISTANT
Division: Administration
Reports to: Human Resources Manager
SUMMARY
This individual is responsible for providing administrative
support to the staff of the organization. This individual is primarily
responsible for assisting the Executive Director, Accounting Assistant and Human
Resources Manager with typing, filing, faxing, errands and other office support.
In addition, he/she provides human resources support in the form of employee
processing and ensuring that all necessary documentation for employment is
completed and/or submitted. The Administrative Assistant is responsible for all
duties and responsibilities herein as well as other duties as assigned by the
Executive Director and Human Resources Manager. He/She is a Sanctuary,
Incorporated staff member and is selected by the Executive Director.
SUPERVISION RECEIVED:
a. Individual supervision provided by the Human Resources
Manager.
b. Attends all general staff meetings.
ESSENTIAL JOB RESPONSIBLITIES:
Provides administrative support for all administrative
staff upon request (i.e. runs).
Ensures the maintenance and upkeep of an effective filing
system.
Performs typing and filing duties.
Answers phone calls, takes messages and ensures proper
distribution of messages.
Performs logging, scheduling and duplicating duties as
necessary.
Performs all corresponding duties at the request of the
Accounting Assistant, Human Resources Manager and/or the Executive Director
including memorandums, thank you letters and other business letters.
Develops all staff meeting minutes and maintains file.
Ensures the collection of all receivables and revenues.
Writes receipts for and makes copies of each receivable; ensures that deposits
are made into the organization’s checking account no more than 24 hours after
receipt. Provides complete documentation of such deposit to the Accounting
Assistant.
Accepts and records all employment applications ensuring
completeness; and forwards applications to the Human Resources Manager.
Creates personnel folders for new employees.
Disseminates staff roster and employees listing.
Maintains a postage log for all outgoing mail.
Performs public relations duties as requested by the
Executive Director and Human Resources Manager.
