Administrative Assistant

at  ACCES Employment

ADMINISTRATIVE ASSISTANTCONTRACT TO MARCH 31ST, 2025, WITH POSSIBILITY OF EXTENSIONLOCATION: NEWMARKET

ACCES Employment is a leader in connecting qualified jobseekers from diverse backgrounds with employers across the Greater Toronto Area (GTA), Ontario, and Canada. ACCES helps more than 56,000 job seekers each year at seven locations in the GTA. As a charitable not-for-profit organization, ACCES provides job search services that connect newcomers, jobseekers, youth, women, and refugees to jobs that reflect their skills and experience. We provide over 35 customized job search programs that meet the unique needs of our jobseekers. Our vision is to achieve a fully inclusive labour force that reflects the diversity, skills, and experience of Canada’s population.
We are looking for skilled talent who thrive in a flexible and innovative environment. ACCES offers an excellent benefits package, a RRSP matching program, and an Employee & Family Assistance Program.
As part of the administrative team at ACCES, this position is responsible for providing excellent customer service to our clients and visitors either face to face or online in the completion of all the duties involved at the front desk, along with administrative support and data entry.

Duties and Responsibilities:

• Oversee and manage all daily front desk activities
• Provide in-person reception and customer service to all clients, employers, and visitors and answer all phone calls, connecting to appropriate staff and taking messages when required
• Photocopy, file, and process incoming and outgoing mail and faxes on daily basis, including distribution
• Maintain file cabinets and archive old documents, as appropriate
• Assist staff with the organization of rooms for meetings and special events
• Complete data entry of agency client information according to program needs and standards
• Work with the staff person responsible for Information Management to ensure that the data entry of client’s files is completed according to the deadlines
• Other duties as assigned

Qualifications and Experience:

• Post-secondary education
• Superior customer service skills
• 3-5 years’ experience in administrative setting
• Excellent written and verbal communication skills
• Strong computer skills – MSOffice, familiarity with databases, and troubleshooting
• Ability to prioritize and respond to urgent situations while consistently meeting competing deadlines
• Must be able to handle multiple tasks simultaneously
• Flexible to work occasional evenings and weekend hours

We are currently on a hybrid work schedule, working in the office and from home. This hybrid work schedule is subject to change based on business requirements.
Job status: Unionized
Salary: $45,299.51 per annum (as per Union salary grid), prorated to contract duration
Contract duration: Contract to March 31st, 2025, with Possibility of Extension

• Oversee and manage all daily front desk activities
• Provide in-person reception and customer service to all clients, employers, and visitors and answer all phone calls, connecting to appropriate staff and taking messages when required
• Photocopy, file, and process incoming and outgoing mail and faxes on daily basis, including distribution
• Maintain file cabinets and archive old documents, as appropriate
• Assist staff with the organization of rooms for meetings and special events
• Complete data entry of agency client information according to program needs and standards
• Work with the staff person responsible for Information Management to ensure that the data entry of client’s files is completed according to the deadlines
• Other duties as assigne