Administrative Assistant

Purpose

Provides receptionist duties for the Waste Management Department and provides administrative support to the General Manager and Waste Management Department.

To provide Receptionist duties to the Waste Management Unit

• Ensure the reception area is presentable, with all necessary information brochures available.

• Greet and welcome clients as they arrive at the office and direct to the appropriate person/office.

• Answer, screen and respond appropriately or forward incoming requests from various media – phone, email, social media platforms, individual contacts through social media, walk ins, etc.

• Provide up-to-current and accurate information on all departmental services in‑person and via phone/email or other means.

• Maintain activity log by recording all incoming requests from various media.

• Prepare quarterly customer service reports based on collected data.

• Arrange courier and special delivery services.

• Receive, sort, and distribute daily mail and deliveries.

• Monitor office supplies and order office supplies to maintain inventory of stock in storage rooms.

• Update calendars and schedule meetings.

• Maintain and update staff listing, temporary worker listing and contact information.

• Ensure all relevant organizational notifications are distributed to staff.

• Files, photocopies and scans.

• Maintain and update department archives and archives listing.

To provide Administrative Support to the General Manager and the Waste Management Department

• Maintain and update the Waste Management Operations Manual as required.

• Record all staff vacation, sick/personal days, and report to GM.

• Secure temporary worker replacements when needed and ensure temporary worker request is submitted to HR.

• Prepare and submit weekly timesheets for GM approvals.

• Prepare weekly activity reports to be submitted to the General Manager.

• Prepare purchase order request, visa request and all other forms for GM approval and signature.

• Monitor workers safety clothing supplies listing, materials and equipment inventory and report to GM.

• Assist Operations Foreman with:

• Ensures all weight tickets, packing slips, invoices and other documentation is submitted in a timely manner to GM.

• Monitors accounts receivables from the various operations and reports status to GM.

• Deposits incoming revenues at the Cashiers desk.

• Maintains and updates Key registry.

• Notify GM of changes or inconsistencies during data entry.

• Process and validate invoices and accounts receivable data for GM approvals and signature.

• Maintain staff certification file and inform GM of upcoming needed renewals.

• Assist with the scheduling and organization of training sessions.

• Assist with the scheduling and recording of minutes for weekly staff meetings.

• Generate weekly activity reports to be submitted to the General Manager.

• Assist in the preparation of the various year end reports for external government agencies.

• Performs other job‑related duties as directed by immediate supervisor.

To assist Waste Management Communications with promotion, organizing and implementation of community awareness and educational activities and information kiosks

• Assist with the preparation of information packages for distribution.

• Develops and produces innovative graphic displays for all WM publications, reports, and advertisements, including written information, charts, logos, graphics, photo, and video displays.

• Arranges for the translation of communication materials into Kanien’kéha, as needed; working with the Tsi Niionkwarihò:ten Tsitewaháhara’n Center.

• Assist the Public Information Coordinator with:

• The development and production of all WM print material.

• Surveys the general population on specific items of interest through community consultation workshops, focus groups, Web surveys, telephone surveys, etc.

• Management of the WM Public Relations Tracking and online filing systems.

• Review, development, and maintenance of WM website.

• Continuously updates information to the Website, Intranet, Mass E‑mail systems and Billboards.

• Etc.

• Informs WM staff of Communications or activities that may affect them.

• Develop a system for gathering of up-to‑date information.

• Assist with data collection at community events and follow up…