Bilingual Receptionist/Administrative assistant

at  Youth Services Bureau of Ottawa

Location: 2675 Queensview Drive, Ottawa, Ontario
Reports to: Executive Administrator
Employment Status: Permanent, Full-time
Bargaining Unit Status: Excluded
Annual Salary: $51,729.60 - $62,212.80
Language requirement: English and French are essential
Closing date: February 23, 2025
Schedule: In office, Monday to Friday (40 hours per week)
Competition #: 25-013
Posted: Internally/Externally

ABOUT US:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.
Under the supervision of Executive Administrator, the Receptionist/Admin Assistant provides reception and administrative services for the staff located at Head Office in accordance with the policies and directives established by the Bureau.

What you will do:

• Answer and direct phone calls, provide general information and direct callers appropriately (in either official language)
• Greet visitors to the office and direct as appropriate
• The “Reception” manual is to be kept updated and accessible and maintained on a shared folder on the server along with a hard copy maintained at the Reception desk for easy accessibility.
• Restock and organize on a monthly basis, photocopy paper and office supply inventory including kitchen supplies. This includes proactively checking the 1st and 2nd floor for adequate paper supplies at the photocopiers, kitchen supplies in both kitchens and ordering when needed. (weekly)
• Book conference rooms and ensure they are clean and prepared for use. This includes checking the meeting rooms after each use, cleaning white boards, wiping down tables and straightening all chairs.
• Coordinates courier services and sort mail. This includes weekly inter-office mail received from off-site YSB locations.
• Prepares ID cards for staff
• Track postage use and code accordingly
• Assign security codes for all new hires at Queensview Drive office
• Coordinate documents for translation
• Support the Executive Administrator with various administrative tasks as required.
• Support Director of HR with meeting coordination (managing calendars), scheduling and miscellaneous administrative tasks as required
• Support the Finance team with various administrative tasks as required. Participate as a member of the Queensview Health & Safety Committee.
• Other administrative duties as required
• Maintains up to date staff list for YSB on YSpace
• Follows safe work practices as established by the Bureau.

• Answer and direct phone calls, provide general information and direct callers appropriately (in either official language)
• Greet visitors to the office and direct as appropriate
• The “Reception” manual is to be kept updated and accessible and maintained on a shared folder on the server along with a hard copy maintained at the Reception desk for easy accessibility.
• Restock and organize on a monthly basis, photocopy paper and office supply inventory including kitchen supplies. This includes proactively checking the 1st and 2nd floor for adequate paper supplies at the photocopiers, kitchen supplies in both kitchens and ordering when needed. (weekly)
• Book conference rooms and ensure they are clean and prepared for use. This includes checking the meeting rooms after each use, cleaning white boards, wiping down tables and straightening all chairs.
• Coordinates courier services and sort mail. This includes weekly inter-office mail received from off-site YSB locations.
• Prepares ID cards for staff
• Track postage use and code accordingly
• Assign security codes for all new hires at Queensview Drive office
• Coordinate documents for translation
• Support the Executive Administrator with various administrative tasks as required.
• Support Director of HR with meeting coordination (managing calendars), scheduling and miscellaneous administrative tasks as required
• Support the Finance team with various administrative tasks as required. Participate as a member of the Queensview Health & Safety Committee.
• Other administrative duties as required
• Maintains up to date staff list for YSB on YSpace
• Follows safe work practices as established by the Bureau