Volunteer Admin Assistant

This volunteer position is for a commitment of at least one year, approximately 10 to 15 hours per week to assist in the efficient day-to-day operation of City Kidz Ottawa and support the work of the Branch Manager. This position will give the recent graduate an opportunity to learn general office procedures and will give them insight into the non-profit/ voluntary sector as a career choice.

Responsibilities

• Use Word Office 10 software to prepare reports, memos,  documents and presentations
• Prepare Powerpoint Presentations for Saturday Playhouse
• Answering phone, dealing with general public
•  Pick up mail for distribution
•  Prepare and send outgoing mail, and courier parcels
•  Respond to general e-mails and direct priority emails to Branch Manager
•  Voice mail management
•  Purchase, receive and store the office supplies ensuring that basic supplies are always available
•  Filing
•  Provide secretarial and administrative support to Branch Manager
•  Make travel, meeting and other arrangements for staff
•  Assist with volunteer management
•  Updating social media from time to time
•  Administer petty cash according to established procedures

Provide Special Event Support

• Attend the Saturday Playhouse and other events from time to time to perform administrative functions as required by the Branch Manager

Provide Board support

• With the Branch Manager, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material to the Board
• Attend Board meetings (once a month) to take notes
• Draft minutes of Board meetings for review by the Branch Manager
• Create action list for management staff from board meetings

Qualifications

• High School Diploma
• Post secondary education in business, computers, or office management is an asset
• Proficiency in the use of computer programs for: Word 10, Excel Spreadsheets, Powerpoint presentations, Bookkeeping,E-mail, Internet
• Proficiency in the use of office equipment: Computer, Voice messaging systems, Printer/Scanner/Photocopier

Personal characteristics

• Demonstrate the following:
• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour is consistent with these standards and align with the values of City Kidz Ottawa
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of City Kidz Ottawa.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Focus on Stakeholder Needs: Anticipate, understand, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within the City Kidz Ottawa parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

• 1-3 years experience in an office setting
• Or a recent Office Administration Graduate with professional references

Working Conditions

• Home office environment
• 10 – 15 hours per week over 2 days per week
• Monthly attendance at evening board meetings
• Attendance at special events as required (some evening and weekends)
• Reimbursement for mileage when conducting City Kidz Ottawa business (ie picking up mail)

Respond To:

Send your resume by email or mail to:

532 Montreal Rd., #220 Ottawa, ON K1K 4R4

613-796-3063

wendy@citykidz.ca

...And ONE for all