Beth Tikvah Foundation of Hamilton

Office Administrative Assistant

Jan 24, 2019
Hamilton, Ontario
Entry Level

Job purpose

The Office Assistant will maintain administrative processes for both Hamilton Jewish Federation and Beth Tikvah Foundation of Hamilton. They will provide efficient guest services, and ensure smooth communication between all staff at JHamilton. They will provide administrative assistance to all colleagues.

This position is a split full-time position (20 hours paid by each organization), to be worked at JHamilton. Tasks for each organization may overlap.

Duties and responsibilities

1.   Beth Tikvah:

  • a)   Manage the reception desk; answering and returning telephone calls, responding to and sending emails, and greeting in-person guests and visitors. Will ensure the security of the location is upheld.
  • b)   Order office supplies as required.
  • c)   Provide support to the management team including, but not limited to, filing, sorting, printing standard letters and envelopes, and photocopying documents as required.
  • d)   May be required to assist with research, retrieve documents or other tasks as assigned.
  • e)   Respond to general inquiries.
  • f)    Assist management team with any projects, as assigned. 
  • g)   Arranging invoices for Beth Tikvah into formats required by Accounting
  • h)   Typing letters, minutes, memos, reports, and miscellaneous correspondence.
  • i)   Perform general clerical functions such as organizing forms, photocopies; files; making reminder calls/emails; receiving mail and mailing items; updating contact lists and other documents; booking meetings, or use of shared spaces.
  • j)   Keep management appropriately informed of area activities and of any significant problems.

2.   Hamilton Jewish Federation

  • a)   Manage the reception desk; answering and returning telephone calls, responding to and sending emails, and greeting in-person guests and visitors. Will ensure the security of the location is upheld.
  • b)   Order office supplies as required.
  • c)   Provide support to the management team including, but not limited to, filing, sorting, printing standard letters and envelopes, and photocopying documents as required.
  • d)   May be required to assist with research, retrieve documents or other tasks as assigned.
  • e)   Respond to general inquiries.
  • f)    Assist management team with any projects, as assigned. 
  • g)   Typing letters, minutes, memos, reports, and miscellaneous correspondence.
  • h)   Perform general clerical functions such as organizing forms, photocopies; files; making reminder calls/emails; receiving mail and mailing items; updating contact lists and other documents.
  • i)     Keep management appropriately informed of area activities and of any significant problems.
  • j)     Responsible for Hamilton Jewish Federation’s community calendar, tribute cards and bank deposits.
  • k)   Assist with Programming
  • l)     Act as a promotional liaison between JHamilton and other institutions or organizations

3. Other projects

  • a)   As assigned for both organizations

Qualifications

Knowledge of:

  1. Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
  2. Methods and techniques for basic report preparation and writing.
  3. Methods and techniques for record keeping and filing.
  4. English usage, spelling, grammar and punctuation.

Knowledge of Jewish culture is an asset.

Ability to:

  1. Perform a variety of office support and clerical duties and activities of a general nature in support of the management team.
  2. Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
  3. Type and enter data at a speed necessary for successful job performance.
  4. Establish and maintain complex record keeping systems.
  5. Prepare basic statistical reports and analyses
  6. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
  7. Use sound judgment in following appropriate laws, regulations, policies, and procedures.
  8. Communicate clearly and concisely, both orally and in writing.
  9. Establish and maintain effective working relationships with those contacted in the course of work.
  10. Maintain strict confidentiality with respect to organizational information.
  11. Work flexible hours that is dictated by the work that is required to be completed.
Apply Now

TalentEgg will send your application to: khelwig@bethtikvahhamilton.org

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