Office Assistant- Canada Summer Jobs (CSJ) Term

POSITION CLASSIFICATION:         Office Assistant – Canada Summer Jobs (CSJ) Term Position

DEPARTMENT: Business Office

Reports to: Manager of Administration

Program: Canada Summer Jobs (CSJ): – Youth Employment and Skills Strategy (YESS)

Duration of Term

Term will run for 8 weeks starting July July 6 and ending August 28th, 2026

Hours of work

Monday - Friday 8:30am - 4:15pm

Wage: $16.00/hr

Position Summary:

This position is funded through the Canada Summer Jobs (CSJ) program, administered under the Youth Employment and Skills Strategy (YESS). The program supports youth aged 15 to 30 in gaining paid summer work experience while developing skills for the job market.

The Office Assistant position provides hands-on experience in administrative and business office operations at Golden Links Lodge. The role supports the administrative team by performing a variety of office, reception, and record‑keeping duties while maintaining strict confidentiality. This position contributes to the efficient and professional operation of the Business Office.

Eligibility Requirements:

To be eligible for employment under the Canada Summer Jobs program, candidates must:

• Be between 15 and 30 years old at the start of employment
• Be a Canadian citizen, permanent resident, or a person with refugee protection under the Immigration and Refugee Protection Act
• Be legally entitled to work in Canada, including possession of a valid Social Insurance Number (SIN) at the start of employment

QUALIFICATIONS

Education: Currently enrolled in a secondary or post‑secondary institution, or a recent graduate.

Computer Skills: Proficiency in Microsoft Office (Word, Excel, Outlook) and general computer literacy.

Communication Skills: Strong written and verbal communication.

Time Management: Ability to prioritize tasks and meet deadlines.

Professionalism: Ability to handle sensitive and confidential information with discretion.

Customer Service: Friendly, professional, and service‑oriented approach when working with staff, residents, and the public.

Physical Demands: Good physical and mental health to meet the demands of the position including the ability to sit, stand, and lift up to 50lbs.

Hours of Work: Monday – Friday (Excluding holidays)

Hours and time may require flexibility to accommodate/provide the most efficient services for Golden Links Lodge.

SELECTION PROCESS

Screening: Candidates will be pre-screened based on education and experience. Eligible candidates will be interviewed.

English Proficiency Test: Candidates will be submitted to an English language test (Writing, Reading, Listening, and Speaking).

Interview: Candidates will be interviewed by a member of the Senior Leadership Team.

References: At least three (3) professional references will be required, and references will be checked prior to hiring.

DUTIES AND RESPONSIBILITIES

Administrative Support

• Assist with special projects, prioritizing the organization of the file room
• Provide reception coverage during breaks and absences, including answering, screening, and transferring telephone calls and welcoming visitors
• Assist with maintaining and organizing office and administrative filing systems
• Open, sort, log, prioritize, and distribute incoming mail and materials
• Prepare and distribute outgoing mail
• Assemble, photocopy, collate, index, and distribute documents and faxes
• Maintain and update administrative databases, including data collection, entry, organization, and assistance with report preparation
• Gather data and information required for staffing requests, position descriptions, and bulletin postings
• Distribute staffing requests, position descriptions, and bulletin data to the leadership team
• Respond to or redirect inquiries from departments, agencies, community groups, and the public in a professional and timely manner
• Screen and refer telephone calls and personal inquiries appropriately

Human Resources File Support

• Maintain complete and accurate personnel files, including hiring, benefits, and performance‑related documentation
• Ensure confidentiality and security of all personnel and client information

General Responsibilities

• Participate in facility orientation and education as appropriate
• Maintain absolute confidentiality regarding all client, staff, and organizational information
• Perform all other duties as assigned