Administrative Assistant

First for a reason:
At First Student, we are a family of 60,000 employees who take pride in safely transporting more than 5 million students and passengers to and from their destinations each day! Our family of brands include Transco, Total Transportation, Maggies Paratransit, and GVC II. Our employees are at the forefront of safety and innovation; they create and implement the most advanced training and technology the transportation industry has to offer.

JOB PURPOSE:
Under independent direction, coordinates and completes assigned tasks and correspondence requiring judgement, initiative and organization skills. Establishes standards and procedures for work flow, establishes internal communications, organizes information storage and retrieval, and maintains confidential records and other sensitive reports. Establishes rapport and role, both internally and externally to the location. Incorporates other responsibilities such as reception, invoicing and dispatch.

RESPONSIBILITIES:

• Composes administrative correspondence and reports, within accepted parameters and delegating responsibilities.
• This may involve all or some of the respective duties but ensuring completion within accepted time frames.
• Develops an understanding of the style, grammar and terminology appropriate to the assigning manager.
• Coordinates, organizes, and prioritizes work assignments, routine or regular functions.
• This includes ensuring that the respective manager is informed on issues relating to timing and other resources or expertise that may be required.
• Maintains monthly information statistics, and files essential to the monitoring of financial and operational performance.
• Prepares routine monthly and quarterly reports Maintains files
• Establishes a rapport with customer with a view to solving simple problems.
• Handles tasks, assignments, routine duties as assigned.
• Responds and appropriately routes routine telephone requests to the appropriate manager.
• Responds to visitors and general correspondence Makes appointments, schedules travel, and arranges meetings.
• Answers telephones and screens calls.
• Handles routine clerical, communications, and office functions.
• Maintains and requisitions office supplies.
• Distributes messages, open and distribute mail, packages and facsimiles.
• Coordinates mailings, couriers, email, including the physical dates associated with the completion of these tasks
• Works closely with Dispatcher under limited supervision.
• Will engage in two way radio communication Assign drivers for deliveries.
• Must have knowledge of local city and routes Completes additional projects as assigned.

QUALIFICATIONS:

• High School Diploma, College diploma or relevant experience
• Ability to organize respective manager around effective office techniques and processes.
• Excellent customer service and comfortable in a customer facing role
• Time management and the necessary follow up required to ensure task completion.
• Computer proficiency in word processing, spreadsheets in the Microsoft office environment including MS Excel
• The ability to create visual presentation materials Ability to work alone while maintaining the integrity of written and quantitative detail in all assignments.
• The ability to manage multiple assignments while meeting the deadline requirements placed on respective assignments.
• Excellent interpersonal and communication skills.
• Ability to manage and organize work assignments, styles and relationships with several respective managers.
• Strong initiative, sound judgement, a sense of urgency and a demonstrated willingness to work to deadlines and completion of time sensitive assignments.

We aspire to have a culture where all people are First. We strive to attract and retain a diverse workforce therefore all qualified applicants will receive consideration for employment. We encourage applications from women, persons with a disability, Indigenous peoples and members of a visible minority. First is an equal opportunity employer and by doing so we will sustain and promote an inclusive culture that supports future growthfor all. First is committed to providing reasonable accommodation at all stages of the hiring process and encourage all applicants who may require such accommodation to let us know.