1. Reception
   • Promote the mission of the Association through positive public relations in a welcoming and supportive manner.
   • Operate the telephone system.
   • Receive business customers, the general public and others, and keeps staff informed of relevant communications on a timely basis.
   • Complete all shipping and receiving including processing packing slips.
   • Lock facility at end of day.
   • Open mail received, date stamps and circulates.

    

   2. Administration
   • Complete all correspondence, reports and other data processing requirements for the Executive Director and other staff on a timely and accurate basis.
   • Prepare staff, student and Goals Preparation Skills program (GPS) pay stubs for distribution.
   • Process incoming/outgoing mail.
   • Maintain address updates in Great Plans and Access.
   • Prepare supply orders
   • Maintain monthly custodian calendar
   • Ensure postage meter balance is sufficient to handle larger mail outs.
   • Maintain mailing lists in Access and Webtracker.
   • Provide technical assistance to staff.
   • Prepare Foundation and Association tax receipts for donations as they are received.
   • Complete colour copy requests for items such as name tags, business cards, handbooks and manuals.
   • Prepare items for courier shipments.
   • Keep list of staff for all Hutton House events.
   • Update and print posters, brochures and business cards as needed.
   • Contribute creatively to the development of promotional materials.
   • Update Material Safety Data Sheets (MSDS ) when requested by the Joint Health And Safety Committee(JHSC).

3. Financial

• Maintain payroll time sheet schedule for coordinators.
• Complete invoices for accounts receivable including Passport, leisure, LIFEworks programs, wholesale pottery and Fanshawe College.
• Receive payment for accounts receivable invoices and apply the payment in the Great Plains accounting program.
• Complete accounts receivable credit notes as needed.
• Maintain cash summary of cash and cheques received for accounts receivable and the Foundation.
• Prepare bank deposits for the Association and the Foundation.
• Advise appropriate staff of overdue accounts on a timely basis.
• Keep the Finance Manager apprised of activities and reports any matters of concern.
• Prepare new files for Accounts/Payable at Year End.
• Maintain record of personal use copier charges for staff.
• Maintain postage meter.
• Maintain petty cash, including petty cash for Artworks and LifeWorks programs and recording of expense report, petty cash report and replenish petty cash as needed.
• Prepare accounts payable cheques for mailing.
• Scan and email Goals Preparation Skills (GPS) remittance payments to appropriate company.

• Greet customers and sell store products.
• Ring off cash register to clear the electronic journal at month end.
• Prepare month end reports for store sales.
• Provide back up for studio and store sale events.

• Serve as secretary to the Board of Directors at monthly meetings September to June and as required.
  Coordinate preparation of the Annual General Meeting Report (AGM).

• Maintain Board member files on the Board of Directors portal on the website.
• File Board motions.
• Maintain Board Members List.

6. Indirect Support

• Act as a Paratransit/London Transit Commission (LTC) ticket agent.
• Respond promptly to emergency call bell for washroom assistance.
• Provide assistance and information to clients/families about programs.
• Adhere to confidentiality of information policies.
• Order office supplies as needed. Complete month end reports for copier, meter and Neopost.
• Maintain staff copier codes for the HHMB. Maintain/update web site as needed.
• Change the main building back up tape on a daily basis. Order food and set up for meetings as needed. Take minutes for staff meetings.
• Enter monthly staff mileage expenses in Excel spreadsheet. Each morning check mail box, voice mail, and ensure copier and fax machine are filled.
• Download pictures from camera and maintain photograph files.   Change toner in copier, fax and meter as required.
• Schedule appointments for tax clinic when requested by Human Resources Generalist.
• Sell tickets for special events such as Christmas party tickets.
• Before a shutdown (i.e. Summer & Christmas) open mail box to allow mail to fall in to a box, cancel London Free Press, put sign on door, change voice mail message, and ensure front and back doors are locked.

7. Working Relationships

• Works independently and handles multiple tasks at one time.
• Participate as an effective team member through meetings, professional development, etc.
• Maintain a safe and healthy work environment.
• Participate in a performance review annually.

8. Other duties as agreed upon.