One position has a weekly full time schedule of Monday to Friday - 8:30 am - 5:00 pm.
Overview:
The Administrative Support ll is primarily responsible for reception and administrative support duties for the Agency programs, which may involve incoming telephone and walk-in inquiries that need to be handled with tact and sensitivity. The position also involves considerable support activities including data entry, general filing, and development of statistical reports.
The Administrative Support II is also responsible for handling and filing of confidential client information as needed, archiving closed client files, processing mail/deliveries, liaising with programs and professionals internal and external to CSS, and other general office duties.
Job Summary:Reception:
- Welcomes clients/guests by greeting them, in person or on the telephone; answering or directing inquiries
- Maintains an efficient, tidy, and smoothly running office environment
- Manages phone line functions: transferring messages to voicemail
- Takes/forwards messages from co-workers, clients, and visitors
- Organizes, processes, and distributes correspondences and packages going out from, or coming in to, our offices
- Ensures that all security doors are unlocked at the end of the day
- Keeps track of employees/visitors in building via sign-in/out list
- Performs other office reception duties as required
- Provides general office and administrative support to our programs
- Enters outcomes and survey data into database
- Assists in the tracking, entering, and reporting of data relating to program statistical reports as required
- Ensures that all administrative staff paperwork is present and up-to-date (i.e., sign-in sheets, phone lists, memos, etc.)
- Keeps notice board current by removing old postings and replacing with approved up-to-date ones
- Applies correct postage using Postage Meter, as needed
- Addresses and distributes interoffice and Canada Post mail and packages (notifies employees and/or scans digital copies of mail to employees when necessary)
- Arranges for mail and courier pick-up as needed
- Records and distributes cheques to employees
- Monitors the use of office and kitchen supplies and advises the direct supervisor or designate when there is a need to reorder stock
- Maintains up-to-date parking lot map
- Assists in new employee/student orientation
- Ensures that all Critical Incident Reports, CSD Reports, Family Time Forms are sent to Children and Family Services employees in a timely manner
- Emails completed reports to employees as necessary
- Monitors the CFCS Admin email; completes requests in a 3-day timeline
- Monitors the Fax email and forwards faxes through email to the applicable employees
- Assists the Service in providing support to other Programs as assigned by the appropriate Director/Manager
- Notifies direct supervisor or designate if building maintenance is required
- Reports any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate
- Reports any computer or phone problems to the CSS Helpdesk
- Respects and protects all sensitive and confidential information
- Files information in program files, as needed
- Prepares initial paperwork for clients, as assigned by the immediate supervisor or designate
- Enters closed files in the Record Management database
- Maintains a log of all files going in and out of the Program file archive, including keeping track of whose file is being checked in/out and who has signed the file in/out in the Records Management database
- Places files in and retrieves files from the Service file archive
- Assists in maintenance of the Service file archive, as assigned by immediate supervisor or designate
- Facilitates and provides a welcoming, hospitable, and safe environment for our clients and employees
- Maintains appropriate personal boundaries with others
- Communicates effectively and respectfully in a professional and confidential manner with all Agency employees, and internal and external stakeholders
- Attends and actively participates in scheduled team meetings. Supports team initiatives and helps to identify problems and suggest solutions
- Reports incidents to the immediate supervisor or designate
- Maintains current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines
- Directs all media or similar inquiries to the immediate supervisor or designate
- Minimum of a Diploma in an Office Administration discipline or equivalent
- Additional relevant certifications or designations considered an asset
- Minimum of 2 years’ professional experience
- Equivalent combinations of education and experience may be considered
- Police Information Check including vulnerable sector search, and Intervention Record Check current within six (6) months
- Strong attention to detail and accuracy
- Awareness of and sensitivity towards those with diverse needs
- Demonstrates professional problem solving, critical thinking and appropriate judgment skills
- Effective interpersonal and conflict management skills to facilitate working effectively with wide range and number of people, including clients, Agency employees, and external stakeholders and resources
- Effective English-language communication skills, both verbal and written, to communicate, understand, comprehend, and comply with all job requirements
- High level of professionalism, confidentiality and diplomacy, with ability to manage sensitive and confidential information and comply with all regulatory requirements and Agency Privacy and Confidentiality policies and procedures
- Flexibility to adapt to changing needs of clients, circumstances, programs, and Agency
- Knowledge of and effective collaboration with internal and external stakeholders, professionals, service providers, and community resources
- Up-to-date knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards and practice guidelines
- Ability to work collaboratively as a member of a team as well as independently with minimal supervision
- Ability to build and maintain relationships
- Ability to multi-task, establish priorities and take initiative
- Competent in working with applicable Microsoft Office suite programs
- Proficient in use of other Agency-assigned computer applications and databases
- Ability and willingness to work outside of regular office hours and/or work overtime as required to meet Program and Agency needs
- Ability and willingness to travel, as required, to different offices, programs, and other sites to attend meetings, presentations, and/or training
- The annual salary for this position is $38,795.04 to $43,680.96 based on qualifications and experience.
- We offer flexibility and supportive working environment.
- Flexible benefit options when eligible.
- Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.
- Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.
You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect.
With more than 60 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1900 staff, and hundreds of volunteers delivering 130+ programs throughout Central Alberta and Edmonton.
Our values are at the core of everything we do!
- Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
- Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
- Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.
We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, and people of faith or no faith.
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