Receptionist / Administrative Assistant Full-Time permanent

Work location: RVCA Headquarters, 3889 Rideau Valley Drive, Manotick, ON

There is no direct public transportation to the worksite; candidates should ensure they have reliable transportation prior to applying.

Number of Positions: One

Existing Vacancy: Yes

AI Used in Hiring: No

About the RVCA RVCA is one of 36 conservation authorities in Ontario responsible for furthering the “conservation, restoration, development and management of natural resources in the watershed” under the Conservation Authorities Act. We are dedicated to protecting people and property from natural hazards like flooding and erosion, while conserving the wetlands, forests and natural areas that reduce their impacts.

About the Job You will be responsible for:

Responding to enquiries from the public, staff and other partners via telephone, email and in-person interactions.

Receiving visitors and clients at the reception areas.

Providing professional customer service as the first point of contact for the organization.

Open, sort and distribute incoming mail, process outgoing mail and courier shipments.

Provide administrative and clerical support to departments across the organization.

Maintaining and updating databases and records management systems, including booking platforms.

Process incoming payments, assist with preparation of invoices, financial documentation and other administrative records.

Coordinate office services, such as ordering supplies, office equipment maintenance.

Opening, securing and closing the building.

Who you are

Have a secondary school diploma. Post secondary school education in office or business administration is considered an asset.

Have one or more years related experience in reception, office administration or administrative support.

Have excellent customer service and interpersonal skills.

Have effective written and verbal communication skills in English.

Can communicate verbally with the public in both English and French (required).

Have excellent organization skills, the ability to prioritize tasks and coordinate administrative activities.

Have good working knowledge of Microsoft Office products.

Have strong computer skills, ability to work with databases and across multiple systems.

Hold a valid G class drivers license or equivalent.

What we offer

Full time, 35 hours per week

Salary range of $46,134 to $58,353 annually

OMERS Pension Plan from day 1





Paid vacation and sick leaveFree onsite parking

Group benefits plan after 3 months

Job Summary Under direct supervision, serves as the first point of contact for the organization by greeting visitors, responding to telephone and electronic enquiries, and providing exceptional customer service to the public. The position also provides a broad range of administrative and clerical support services to departments across the organization, including records and database management, meeting and facilities coordination, document preparation, mail processing, financial documentation, and general office administration to ensure the efficient operation of the Authority.

Responsibilities

Respond to telephone, electronic and in-person enquiries from staff, partners and the public by providing information, resolving routine inquiries, or directing them to the appropriate staff member.

Receive visitors and clients, process incoming payments, and provide qualified customer service as the first point of contact for the organization.

Open, sort and distribute incoming mail and process outgoing mail, courier shipments and related correspondence.

Provide administrative and clerical support to departments across the organization, including document preparation, proofreading, filing, records and file management, digitization of records and data entry.

Maintain and update corporate databases and records management systems, including the Authority’s facility and program booking platform, ensuring the accuracy, integrity and confidentiality of information.

Provide administrative support for departmental meetings and organizational events, including assisting with the preparation, logistics, and setup of meeting spaces and common areas as required.

Assist with the preparation and processing of invoices, financial documentation and other administrative records.

Coordinate office services, including office supplies, equipment maintenance, large mailings, courier services and other administrative support functions.

Open, secure and close the building in accordance with established procedures.

Perform other related duties as assigned.





Effort & Working Conditions

100% of work is performed indoors in a normal office environment

Long periods of sitting

Long periods of concentration and looking at computer screen

Frequent use of other office equipment such as phones, photocopiers, fax machines

Frequent interaction with members of the public by telephone, possibly in person

Potential exposure to frustrated and/or difficult clients via telephone or in person

Required Knowledge and Skills

Secondary school diploma; post-secondary education in Office Administration, Business Administration or a related field is considered an asset.

Minimum one year of experience in reception, office administration or administrative support.

Excellent customer service and interpersonal skills.

Effective writing skills and verbal communication skills in English.

Ability to provide customer service and communicate verbally with the public in both English and French is required.

Excellent attention to detail and accuracy in data entry, document preparation and records management.

Demonstrated organizational skills with the ability to prioritize multiple tasks, coordinate administrative activities, support meetings and events, meet deadlines and adapt to changing priorities.

Ability to work independently while contributing effectively as a member of a team.

Robust computer skills and demonstrated ability to work with databases, information management systems and Microsoft Office applications (Word, Excel, Outlook and Teams), including accurate data entry, information management and the ability to learn new software platforms.

Valid driver’s license and a clean driving record is mandatory.

Strong commitment to championing protection of the environment and the safeguarding of land and water resources.

Onboarding Training

Health and safety training modules (WHMIS, Worker Awareness, violence and harassment)

AODA training modules

Orientation

Visit us on the web at www.rvca.ca The Rideau Valley Conservation Authority (RVCA) is an equal opportunity employer. We are committed to providing an accessible and inclusive experience for RVCA job applicants and employees. If you require accommodations at any point during the recruitment process, please contact us at [email protected] and we will work with you to meet your request. The RVCA welcomes all applications; however, we will contact only those candidates selected for consideration.

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