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POSITION SUMMARY: The Ontario Native Women’s Association is currently accepting applications for a full time position of Receptionist in Thunder Bay.
The Receptionist is responsible to welcome visitors and Community Members by greeting them in person and over the telephone; answering or referring inquiries to appropriate staff. The receptionist will perform general office duties, providing organized and proactive administrative support to the Ontario Native Women’s Association. The receptionist is one of the first points of contact for the Ontario Native Women’s Association for visitors, Community Members, contractors and the general public.
- Equivalent knowledge and minimum 3 years work experience in the area relevant to Business Administration
- Knowledge and working of Not-For Profit Organizations structure and knowledge of Federal/Provincial laws and obligations.
- Knowledge of Indigenous Women and their families issues
- Demonstrated excellent administrative/coordination duties.
- Excellent organizational skills; demonstrated self-confidence and an ability to follow through on assigned duties independently within strict deadlines.
- Excellent written and oral communications.
- Must be dependable, able to follow instructions, respond to management direction and be able to improve performance through management feedback.
- Capacity to solve problems and to see different perspectives.
- Ability to plan, organize and manage time effectively.
- Highly motivated individual with the ability to work with minimal supervision.
- Excellent organizational and communication skills and an ability to follow through on assigned duties independently with strict deadlines.
- Proficient working knowledge of MS Office Software, internet, and general office equipment.
- Ability to travel.
- Reliable vehicle, appropriate vehicle insurance coverage and valid Ontario “G” class driver’s license is considered an asset.
- Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR
- Knowledge of and connection to service agencies in the location of service delivery.
- Ability to speak an Indigenous Language is considered an asset.
- Cultural competency:
- Experience working with Indigenous organizations an asset
- Experience working with Indigenous communities with a working knowledge of Indigenous cultures and traditions.
RESPONSIBILITIES – SPECIFIC:
- Perform a wide variety of clerical duties in support of ONWA’s administration. Including but not limited to coordinating and communicating office activities, greeting and screening visitors, answering and referring inbound phone calls and scheduling appointments. The receptionist administers ONWA’s correspondence.
- Respond to telephone/email/and in-person inquiries from Community Members, staff and other parties and provide referrals to other Indigenous and non-Indigenous agencies as needed.
- Refer inquiries to the appropriate person, including staff and board members.
- Assist Community Members, including but not limited to faxing out going correspondence to service delivery agencies, make copies of necessary information for the Community Members (resumes/identification etc.), draft brief letters for Community Members, and refer Community Members as needed.
- Assist front line staff with the distribution of Community Member supports, have the Community Members sign all forms before providing any support. Bring forward any issues of concern to the Community Members’ worker, manager and documenting with Community Member contact sheets any necessary case notes as needed.
- Record and distribute messages to staff.
- Responsible for end of day procedure ensuring site safety and security.
- Coordinate food and beverage for visiting groups where/when applicable. This will include setting up area for these groups.
- Prepare correspondence as needed.
- Organize, maintain, and coordinate records and files in their proper locations.
- When requested, compile data for various reports.
- Coordinate room bookings for the interview room, boardroom and workshop room, where necessary.
- Present a positive and professional image of ONWA to visitors, Community Members, suppliers, contractors and the general public.
- Provide information to staff and/or Community Members about special activities.
- Observe and report any security issues to the Director of Operations.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services and other correspondence.
- Maintain the reception and boardroom in a tidy and presentable manner.
- Other duties as assigned.
RESPONSIBILITIES – GENERAL:
- Culture – take personal responsibility to increase sensitivity, awareness, and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work-related deliverables.
- Support and work towards the overall aims and objectives of the ONWA.
- Adhere to all policies and procedures.
RESPONSIBILITIES – ADMINISTRATIVE:
- Complete monthly gathering and input of statistics into database.
- Complete quarterly reports on or before the requested due date.
- Maintain accurate, up to date program files and input into database.
- Complete other duties or admin as assigned.
- Administers the quarterly quality assurance and community member questionnaires and efficiently compiles all results for quarterly reporting.
- Assists with the annual reporting and coordinates with Program Coordinators for timely completion.
RESPONSIBILITIES – PUBLIC RELATIONS:
- To network and promote ONWA and all ONWAs related programs.
- Adhere to professionalism at all times and maintain good communications.
- Maintain professionalism at all times.
STANDARDS OF PERFROMANCE:
- Adhere to Policies and Procedures as set by the ONWA.
- Representation on committees as required for the enhancement and benefits of ONWA’s programs.
- To network and promote ONWA and all ONWA related programs. Adhere to professionalism at all times and maintain good communication.
- Maintain professionalism at all times.
- The completion of functions outlined in the description and the achievement of goals set to a high level.
- Attendance and conduct at work according to the requirements of the Association’s Personnel Policy.
- Adherence to the Code of Ethics, and positive relationship building.
To execute duties and responsibilities outlined in this job description.
The Receptionist will be directly accountable to Marketing Manager for the proper completion of the functions outlined in the job description.
Applicants are asked to apply in confidence through our website (https://onwa.bamboohr.com/jobs/).
Indigenous Women are particularly encouraged to apply.
Only those applicants granted an interview will be contacted.
A job description is available upon request.
We welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. ONWA offers a very competitive compensation package including full benefits, generous vacation allowance and savings plan.
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