Administrative Assistant

Public sector client requires help of 12 temporary specialists to assist in the move preparations for the Directorate of History and Heritage into a new custom-built building. A team of twelve individuals will be used to prepare for business continuity when DHH is palatized for the move. The move preparations have three main objectives. First an inventory of all sections and projects documents and materials must be conducted. Second all unnecessary documents, equipment, and furniture must be disposed off or returned according to departmental policy. Documents identified and prioritized by the sections must be scanned as part of the business continuity plan to be implemented at the time of the move.

Mandatory requirements

• Must be able to lift 20kg boxes
• Must have experience in using office 365, word & excel in the last year
• Task management skills (planning, organizing, controlling) as applied to own work
• Must have experience scanning in support of business lines of business

General Tasks

• Must be able to stand on their feet for long period of time (up to 5 hours)
• You will be required to help complete the inventory documents and physical assets
• Applicant will work under the direction of the DHH Move Coordinator to accomplish the attached Move Scope of Work tasks document
• Scanning and digitization – preparing records for digitization; separating a variety of records, preparing paper documents for digitization, removing staples, binding, and removing paperclips
• Attention to detail – to ensure that documents are correctly typed and scanned and are properly filed and maintained with reference to our retention policy
• File uploading – performing quality control to ensure documents are scanned correctly with clear images and entered into our internal database
• Time management – work with individuals from many sections on a variety of tasks
• Document security and confidentiality – to follow best practices for asset, document and file security
• Communication skills – to communicate with the team and DHH staff, providing information and status updates for any assigned task
• You will report progress and output data into spreadsheets
• You will be required to inventory physical assets and label them. When required the materials will be prepared for shipping to support or external organizations under the supervision of the section subject matter expert
• Any other archival tasks if needed