Administrative Assistant, Reception

WHO WE ARE:
The Roman Catholic Archdiocese of Ottawa-Cornwall is a bilingual diocese that shares the Gospel with the residents of Akwesasne and Champlain in the east to Mississippi Mills in the west. It offers opportunities to encounter Jesus Christ through its parishes to people of all ages who want to learn about Him, become closer to Him, and serve Him through their unique gifts and talents. You can connect with the Archdiocese at ottawacornwall.ca and on social media using the ottawacornwall handle.

OVERVIEW: 
As the first point of contact for visitors and team members, the role of the Administrative Assistant – Reception is to always exemplify the culture and spirituality of hospitality of our Church. In greeting visitors, receiving inbound communication, and sharing information with relevant parties wanting to engage with the Archdiocese of Ottawa-Cornwall, the Administrative Assistant – Reception will be expected to be compassionate to deal with the many sensitive issues brought about by people from all walks of life. The person in this position is part of the Department of People and Culture and reports to the Director of this department.

RESPONSIBILITIES AND TASKS:

Welcome our brothers and sisters (40 % of the time)

• Answer calls for the Archdiocese in a courteous and professional manner, using an Avaya telephone system with three lines and a voice mail system; provide responses to questions that are general in nature; transfer calls to the appropriate person or service. 
• Greet guests who have an appointment, request their names and invite them to the waiting area while announcing their arrival to the appropriate team member or service; 

• Greet visitors who do not have an appointment and determine the reason for their visit so they can be referred to the appropriate team member or service; 
• Take note of questions received and work with the Department of Communications and Mission Promotion to determine the most appropriate way to answer them. These answers will be used to develop an Archdiocesan Frequently Asked Questions (FAQs) database.
• Actively monitor the Archdiocesan chat service and general email address for any questions received online. Find the best way to address these.

• Support the Archbishop’s Office,  the People and Culture, Safe Environment, and Communications and Mission Promotion Departments in posting messages and information to the Archdiocesan website.
• Support the Safe Environment Advisor with performing police checks, updating databases, providing results, answering questions and following up with clergy, volunteers, and employees of the Archdiocesan center and parishes.
• Support the People and Culture team in the posting of positions on the Archdiocese’s website and other relevant sites when required.
• Assist the Director of Communications and Mission Promotion with a variety of administrative tasks, such as: creating forms, preparing templates, monitoring survey results, researching information, liaising with parishes, and suppliers, sending out communications, and updating internal and external communication information.
• Assist with general filing needs.
• Perform other related tasks involving administrative support as requested by the People and Culture Director, the Safe Environment Manager, and the Director of Communications and Mission Promotion.

• Assist the Director, Philanthropic Development in creating and ensuring the main database of contacts for the Archdiocese is always up-to-date.
• Perform regular checks of all websites and social media for inaccuracies of contact information and hours of operation, update this information when needed and inform the other members of the Communications and Mission Promotion team of any irregularities.
• Assist other team members when they are having difficulties finding information in the database.
• Maintain the media contact list up-to-date for the Communications and Mission Promotion Team
• Extract lists from the database when required to support the Archbishop’s Office, as well as the Communications and Mission Promotion, People and Culture, and Safe Environment departments.

• Sort and distribute mail to Archdiocesan team members; 
• Prepare all outgoing mail using an MSF1 mailing machine; 
• Handle outgoing mail / packages / parcels to be sent by courier – complete requests online and ensure proper information appears on packages; 
• Receive parcels and mail and inform the appropriate team members or tenants of the arrival of the parcels; 

• Sort and distribute incoming emails, reply to general inquiries, forward specific emails to appropriate team members or services for follow-up when necessary; 
• Assist the Department of Communications and Mission Promotion with the distribution and management of Archdiocesan publication subscriptions.

• Maintain and order office supplies, and a stock of paper and envelopes as needed;
• Prepare monthly reports for members of the accounting team for the supplies used by each sector; ensure there is a full stock of regularly used items and stationery; prepare an inventory of stock at the end of each year; 

• A High School diploma.
• A College diploma in office administration or office technology (an asset)
• At least two years of experience in a similar position.
• Superior telephone manners and strong interpersonal skills 
• Diplomacy and tact.
• An ability to work with the public with ease.
• Evidence of working under pressure with success.
• Excellent communication skills (verbal and written) in both official languages (English and French).
• An ability to work in a team environment, communicate with all levels of an organization, and adapt quickly to change.
• Excellent analytical skills and the ability to make sound decisions quickly using experience and judgment.
• Ability to manage multiple files at once and meet deadlines, while delivering quality results.
• Recognized for your rigor, integrity, confidentiality, and autonomy.
• Excellent knowledge of Office 365, Google Calendar, as well as social media and website posting abilities, knowledge of Adobe Acrobat Professional
• Practicing Roman Catholic (an asset).
• Recent criminal record check through the Archdiocese.

• 1209 Michael Street, Ottawa
• Permanent, Full-Time 37.5 hours per week
• Monday to Friday
• Work in an office environment with individual workstations;

• Comprehensive benefit package from the first day
• Pension plan: Defined Contributions (after 6 months of continued employment)
• Office closure during Christmas celebrations
• Overtime is paid or compensated upon prior approval;
• Occasional telecommuting upon pre-approval of the line manager
• Casual work environment;
• Free parking;

How to apply
Send a cover letter and resume to: careers@ottawacornwall.ca indicating your name and the position title in the subject line.  Only candidates selected for an interview will be contacted.

NOTE
Under section 24(1)(a) of the Ontario Human Rights Code, the Archdiocese of Ottawa-Cornwall has the right to give preference in employment to Roman Catholic applicants.

Application deadline
March 31, 2023

In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the Archdiocese of Ottawa-Cornwall provides reasonable accommodations to individuals with disabilities. If contacted for an interview, applicants should make any accommodation needs known at that time.