08/25/2025
📣We're hiring! Posting closes at 3PM on Tuesday, Sept 9th. Click through this post to see the full description!
North Bay and District Ontario Jobs
FULL DESCRIPTION:
Office Administrator
Yearly Salary: $43,062.32
Subject to continued funding
EXTERNAL Posting: Closes September 9, 2025
Start Date, ASAP
Full Time, Temporary 6 month Leave Fill (could lead to Permanent Position)
⯁Scope of the Position:
The Office Administrator provides office and program administrative and logistical support for the agency. One key aspect of this role is the provision of direct administrative support to the Executive Director, including assisting with financial/bookkeeping (and supporting the Bookkeeper of the organization). In addition to the general office and program administrative support, the Office Administrator serves as the Volunteer and Student Placement Coordinator for the agency and all programs.
⯁Responsibilities of the Position
General responsibilities include:
• Provide office support services to ensure efficiency and effectiveness within the agency
• Performing and coordinating the overall office and administrative functions.
Provides administrative services by:
• Providing administrative support for Executive Director and staff members
• Ensuring proper security of confidential agency information
• Tracking statistics required for the Ministry of Health semi-annual reports
• Collecting and reporting on administrative statistics as required by the Executive Director
• Maintaining inventory of all office equipment and cell phones
• Assisting in the collation, processing and delivery of large mail-outs
• Ordering office supplies, verify upon delivery, follow up with errors or backorders
• Assisting in the planning and preparation of meetings, conferences, booking hotel accommodation/travel for guests and conference telephone calls
• Recording and distributing minutes of various staff and committee meetings
• Preparing agenda, minutes, board reports and attachments for board meetings
• Organizing the annual general meeting including preparing the AGM report, minutes, agenda, catering, awards, memberships and following up all new board/staff signing authorities
• Provide new employees with necessary staff documentation and receive orientation.
Provides Financial/Bookkeeping services by:
• Receiving charitable tax receipts and mail-out thank you letters
• Preparing bank deposits and keeps accurate recordings
• Assisting personnel and volunteers with procedures related to approved expenditures, e.g., travel, supplies
• Assisting the Executive Director and bookkeeper with various financial procedures including, but not limited to cheque preparation, bill paying, filing of financial documentation, handling of invoices, cheque requisition preparations, processing of travel advance and post travel advance claims and maintains financial records as required – petty cash and Visa reconciliation
• Ensure all hardcopy and electronic files are managed accurately and prepare files for the yearly audit.
Performs reception duties by:
• Greeting/directing clients and the public to the appropriate staff members
• Receiving, direct and relay telephone messages
• Receiving, sorting and date stamping all incoming mail
• Deliver daily out-going mail (letters/parcels) to Canada Post
• Arranging courier service as required
• Ensuring internal mail is circulated to staff members
• Maintains reception area as a pleasant and tidy entrance to the agency.
Assists in the Maintenance of Student and Volunteer Program by:
• Recruiting, interviewing and training volunteers
• Coordinating and providing support to ACNBA volunteers
• Providing orientation, receiving and completing all necessary documents
• Ensuring volunteers are recognized for their efforts
• Maintaining volunteer program statistics
• Supervising the on-going Bingo fundraiser, coordinating staff/volunteers, completing reports, annual documents, applications and attending meetings
• Communication and collaboration with the other volunteer coordinators
• Completing the Canada Summer Jobs funding application for a summer student, interviewing selected candidates, supervising the chosen applicant and ensuring all related document are delivered.
Support the Executive Director and other staff:
• Assisting the Executive Director and other staff as requested
• Providing confidential administrative services for the Executive Director
• Assisting with the needle syringe program by providing service to its consumers, including distributing supplies and providing information.
⯁Working environment:
• Fast-paced, high intensity work environment
• Handling diverse situations with many clients who present in person and on the phone. Each client has unique needs including mental health, addictions, trauma, food/ housing insecurity, homelessness etc.
⯁Qualifications:
• Skills: The incumbent will have demonstrated systems development and office management skills. The successful candidate MUST be highly proficient with computer infrastructure support (IT infrastructure support with vendors) and computer software (including Excel, Word and graphics software), possess excellent interpersonal and communication skills, conflict resolution skills, public speaking skills and have demonstrated bookkeeping and financial management skills. Must be resourceful and have ability to troubleshoot issues that arise in the agency. Procurement experiences a must, including dealing with difficult vendors. Ability to prepare documents with a minimum of supervision. Comfort with assisting a diversity of clientele.
• Education: college and/or university diploma or degree preferred, preference to candidate who possess education in Office Administration and/or business management.
• Experience: preference will be given to those with two or more years of experience in a multidisciplinary office environment.
• Language: facility in a second language an asset.
• CPIC required
Accountability:
The incumbent is accountable to the Executive Director.
⯁Probation Period:
Six (6) concurrent months from effective date of employment.
Interested applicants should forward, in print OR electronic formats (pdf), a letter of application and interest, resume, contact information for three employment references to be received no later than 3 PM on September 9, 2025, addressed to:
Dr. Stacey Mayhall, Executive Director
The AIDS Committee of North Bay and Area
102-147 McIntyre St. W.
North Bay, Ontario P1B 2Y5
ed@AidsNorthBay.ca
Phone: 705-497-3560
Fax: 705-497-7850
All qualified candidates are encouraged to apply. We value individuals with lived experience with HIV, Hep C or drug use. ACNBA is committed to equity at all levels of the organization and has, as one of its core commitments, the greater and meaningful engagement of people living with HIV and AIDS and HCV. ACNBA specifically encourages members of our priority populations – people living with HIV/AIDS and/or Hep C, cis and trans gay/bi/queer men, cis and trans women, members of diverse ethno-racial communities, people with substance use experience, and members of Indigenous communities (including 2-Spirit people) - to apply and self-identify. While we thank you for your application, only candidates selected for interview will be contacted.
