Permanent Part time Administrative Assistant
Job Description
About us:
The Provincial Chapter of Ontario IODE (also known as IODE Ontario):
IODE Ontario is the provincial chapter under the jurisdiction of IODE Canada, a registered non-profit, Canadian charity that operates across the country. The National Chapter’s office is located in Toronto. The Provincial Chapter maintains an office in Hamilton.
The Provincial Chapter of Ontario IODE (also known as IODE Ontario), established in 1920, is the administrative body of IODE responsible for the members of primary chapters within the province of Ontario.
IODE MISSION STATEMENT
IODE Canada is a national women’s charitable organization dedicated to enhancing the quality of life for individuals through education support, community service and citizenship programs.
Position: Permanent Part-time, Administrative Assistant
- Permanent, part-time
- Accountable to, reports and communicates directly with the IODE Ontario President, Provincial Corresponding Secretary and Provincial Treasurer
- Starting pay rate $16 per hour depending on qualifications and experience, monthly pay on the 15th of each month.
- Three (3) day/week; adheres to office hours of 9:00 a.m. to 3:00 p.m. Summer hours-one (1) day a week (preferably Wednesday) from 9:00 a.m. to 3:00 (reviewed annually).
- Certain amount of flexibility required. If necessary, may need to work additional hours or days as pre-arranged by Internal Management.
- Lunch Breaks: 30-minute lunch breaks are
- Coffee Breaks: two paid 10-minute breaks, morning and afternoon
- Two days (unpaid) 9:00-3:00 p.m. orientation required
- IODE Ontario is an equal opportunity employer
Administrative Assistant role and responsibilities:
Provides a wide variety of secretarial, basic bookkeeping and administrative duties:
- Good interpersonal relationship, organizational and communication skills.
- Answers telephone calls, providing accurate and relevant information as needed and directing calls to appropriate department heads.
- Attends to all Canada Post, faxed and email correspondence in a timely manner, relaying or forwarding emails to appropriate recipients.
- Excellent English verbal and written communication skills.
- Preparation (final editing and reformatting into pdf) and distribution of minutes to PEC members as per direction of Recording Secretary or President.
- Maintains member databases using Microsoft (Excel) program
- Produces Provincial Newsletter: typing, writing, proofreading, formatting (experience with the Publisher program is preferred)
- Designs and produces flyers, e-blasts and special forms.
- Printing, photocopying, collating, mailing
- Filing (manually and digitally) and organizing all necessary IODE documents in appropriate binders or folders.
- Administers the Zoom account including scheduling of meetings and issuing zoom invitations and occasionally start Zoom meetings if required
- Basic bookkeeping duties like accounts payable, accounts receivables, invoicing, general ledger entries, knowledge of Quick books preferred.
- Maintains inventory of office supplies and ordering same as needed and approved by Internal Management
- Fills orders or requests for IODE supplies and books, invoicing and shipping. Experience with Pitney Bowes equipment and Canada Post “Snap Ship” programs is helpful.
- Proficiency and working experience with Microsoft 365, Adobe Pro and Quick Books is necessary. Adheres to accepted accounting practices and standards
- Maintains confidentiality, positive attitude and professionalism.
- Works in compliance with the Occupational Health and Safety Act and Regulations, and follows all health and safety policy and procedures, including safe working procedures.
- Performs other duties as directed or approved by the President, Provincial Treasurer or Provincial Corresponding Secretary. Must be self-starter, multi-tasker and critical thinker.
Documentation required:
Resume -Please include two references (phone and email information, relationship (former employers preferred).
Application Deadline: June 4, 2021
Orientation dates: July 12-13, 2021
Expected start date: September 1st, 2021
Thank You
We thank all applicants for their interest and for taking the time to apply, however, only those candidates chosen for interviews will be contacted.
Requirements & Prerequisites
About us:
The Provincial Chapter of Ontario IODE (also known as IODE Ontario):
IODE Ontario is the provincial chapter under the jurisdiction of IODE Canada, a registered non-profit, Canadian charity that operates across the country. The National Chapter’s office is located in Toronto. The Provincial Chapter maintains an office in Hamilton.
The Provincial Chapter of Ontario IODE (also known as IODE Ontario), established in 1920, is the administrative body of IODE responsible for the members of primary chapters within the province of Ontario.
IODE MISSION STATEMENT
IODE Canada is a national women’s charitable organization dedicated to enhancing the quality of life for individuals through education support, community service and citizenship programs.
Position: Permanent Part-time, Administrative Assistant
- Permanent, part-time
- Accountable to, reports and communicates directly with the IODE Ontario President, Provincial Corresponding Secretary and Provincial Treasurer
- Starting pay rate $16 per hour depending on qualifications and experience, monthly pay on the 15th of each month.
- Three (3) day/week; adheres to office hours of 9:00 a.m. to 3:00 p.m. Summer hours-one (1) day a week (preferably Wednesday) from 9:00 a.m. to 3:00 (reviewed annually).
- Certain amount of flexibility required. If necessary, may need to work additional hours or days as pre-arranged by Internal Management.
- Lunch Breaks: 30-minute lunch breaks are
- Coffee Breaks: two paid 10-minute breaks, morning and afternoon
- Two days (unpaid) 9:00-3:00 p.m. orientation required
- IODE Ontario is an equal opportunity employer
Administrative Assistant role and responsibilities:
Provides a wide variety of secretarial, basic bookkeeping and administrative duties:
- Good interpersonal relationship, organizational and communication skills.
- Answers telephone calls, providing accurate and relevant information as needed and directing calls to appropriate department heads.
- Attends to all Canada Post, faxed and email correspondence in a timely manner, relaying or forwarding emails to appropriate recipients.
- Excellent English verbal and written communication skills.
- Preparation (final editing and reformatting into pdf) and distribution of minutes to PEC members as per direction of Recording Secretary or President.
- Maintains member databases using Microsoft (Excel) program
- Produces Provincial Newsletter: typing, writing, proofreading, formatting (experience with the Publisher program is preferred)
- Designs and produces flyers, e-blasts and special forms.
- Printing, photocopying, collating, mailing
- Filing (manually and digitally) and organizing all necessary IODE documents in appropriate binders or folders.
- Administers the Zoom account including scheduling of meetings and issuing zoom invitations and occasionally start Zoom meetings if required
- Basic bookkeeping duties like accounts payable, accounts receivables, invoicing, general ledger entries, knowledge of Quick books preferred.
- Maintains inventory of office supplies and ordering same as needed and approved by Internal Management
- Fills orders or requests for IODE supplies and books, invoicing and shipping. Experience with Pitney Bowes equipment and Canada Post “Snap Ship” programs is helpful.
- Proficiency and working experience with Microsoft 365, Adobe Pro and Quick Books is necessary. Adheres to accepted accounting practices and standards
- Maintains confidentiality, positive attitude and professionalism.
- Works in compliance with the Occupational Health and Safety Act and Regulations, and follows all health and safety policy and procedures, including safe working procedures.
- Performs other duties as directed or approved by the President, Provincial Treasurer or Provincial Corresponding Secretary. Must be self-starter, multi-tasker and critical thinker.
Documentation required:
Resume -Please include two references (phone and email information, relationship (former employers preferred).
Application Deadline: June 4, 2021
Orientation dates: July 12-13, 2021
Expected start date: September 1st, 2021
Thank You
We thank all applicants for their interest and for taking the time to apply, however, only those candidates chosen for interviews will be contacted.
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