Description:
The Administrative Assistant is responsible for leading the scanning and bindingfunctions for the Resource Centre at Legal Aid Ontario. In addition, this positionwill provide support as a back up to the reception team as well as otheradministrative responsibilities for the Client Service Unit.
Home Location: Provincial Office - Toronto
Other Locations: Not applicable
Reporting to: Manager, Resource Centre/Client Account Services
This position is represented by OPSEU, salary under review pending evaluation byJoint Job Evaluation Committee
Key accountabilities
- Responsible for binding /scanning/packaging documentation for various departments at LAO Provincial Office
- Appropriately triages binding/scanning requests
- Plans and executes each binding/scanning job from the file preparation/printing process to the bindery/filing, packaging and delivery to department/digital file on-time and within requested specifications
- Set up, operate and troubleshoot binding/scanning equipment correctly and in accordance with safety standards
- Inspect finished work for quality control and accuracy
- Prepare files and scan documents in an accurate and efficient manner
- Ensure scanning profiles produce clear images so that document integrity is maintained
- Store scanned electronic images into the system as directed by the Manager.
- Ensure that all documents are searchable in the system - performing necessary tests to ensure this.
- Data entry of documents and information.
- Purge and destroy documents as directed
- Lift and empty file boxes
- Backfilling for RC/CAS Mail desk in order to monitor and process all avenues of incoming correspondences[i.e. faxes, emails, phone messages, and mail
- Read and summarize all incoming mail/faxes and enter info into system so it may be assigned for action to designated staff and departments
- Back up reception includes: answering incoming telephone calls, taking messages as required and transferring callers to the appropriate member of staff or another agency, triaging clients, setting up appointments, file management inPeopleSoft, answering queries, performing conflict checks, responding to panic button calls, room booking
- Other duties as requested
Required skills & experience
- Experience in an office support role is an asset.
- Ability to manage competing priorities and prioritize tasks in a high-pressure and fast-paced office environment.
- Experience in high volume scanning and binding is an asset
- Experience with reading material and summarizing the main points
- Experience with utilizing Microsoft Office Suite
- Good knowledge of imaging equipment, scanning software, etc.
- Excellent client service skills with a positive outlook with a good attitude
- Must be able to lift 20-25 lbs
- Understanding of Legal Aid Ontario services including legal and financial eligibility/operations.
- Experience in front-line reception or customer service position including working with vulnerable clients.
- Physical Demands: Extended periods of sitting, minimal supervision, ongoing telephone work and ongoing verbal contact with staff and the public, lifting of office supplies/boxes of files
- Advanced verbal French language skills an asset