Receptionist/Administrative Assistant (filled)

Location

Courtenay, BC | Canada

Job description

Posted March 31, 2023

Classification & Salary Range:  Community Health Sciences Association (HSA) PROFESSIONAL sub-sector Grid 25 (Commensurate with Education and Experience)
Status: Regular part time (15 hours/week; .40 FTE)
Program: Administration

 
Start Date: ASAP
Closing Date: April 6, 2023

Job Summary:

The CVCDA Administrative Assistant under the direction and supervision of the Administration Program Manager performs receptionist/administrative duties and office support for multiple supervisors/employees in a variety of Child Development disciplines; ensuring efficient operation of CVCDA offices.

Duties and Responsibilities:

GENERAL ADMINISTRATION

As one of the first people CVCDA clients/staff will interact with daily; the administrative position requires a person with a friendly and patient disposition. All duties and activities will be performed in an efficient, timely manner as follows:

1. General reception duties including greeting visitors, answer telephones, take messages, provide information in response to general inquiries or directing the questioner to the appropriate person
2. Administrative duties, filing, photocopying, daily mail/email
3. Operation of all office machines and assist staff with the use of office machines (photocopier, fax machine)
4. Updating all required office forms either hard copy (originals binder) or electronic
5. Managing the purchase of supplies by tracking inventory, selecting suppliers, and placing orders. Receive and verify all purchases, review and attach packing slip with incoming statements. Distribute goods and support documentation to appropriate departments and follows up on any discrepancies, back orders, etc.
6. Keeping the Administrative Folder/Binder outlining office procedures current and up to date
7. Oversee room booking for staff and outside user groups as needed
8. Taking minutes for meetings as needed
9. Assisting in team event/staff development planning
10. Participating on committees as required

OFFICE SYSTEMS ADMINISTRATION

1. Data entry, records creation, maintenance and look-up including report development and retrieval
2. Accept payments and issue receipts for donations, program service fee payments, workshops etc.
3. Maintaining and updating telephone system menus and automatic messages including updating the phone extension list
4. Management of agency documents and databases including spreadsheets

PROGRAM SUPPORT

1. Scan and upload intake paperwork, fax/copy appropriate service provider
2. Confidential file management – creating new files as directed in client database program and updating files as directed

ACCREDITATION

1. As directed, assist the Administration Program Manager and Executive Director in activities related to the agency’s CARF Accreditation process

SECURITY

1. Activate new employees access codes as well as cancel access for terminated employees
2. Update Security binder with new information (keys and codes)
3. Train new staff on using the alarm system

FUNDRAISING

1. Provide support for the Annual Children’s Telethon held each November
2. Send out donor letter and contact donors directly as needed
3. Receive donations (either monetary or in-kind) tracking all items as per agency protocol
4. Provide support at Telethon Meetings and the Telethon Event

Qualifications:

Required: minimum Grade 12 and recent related experience of 3 years or longer. Secondary Administrative related education preferred. An equivalent combination of education, training and experience will be considered.

Essential Skills and Abilities:

• Ability to work effectively with and relate to people of diverse cultures and backgrounds
• Knowledge of office equipment such as photocopier, fax machine, multi-line telephone, postage machine
• Ability to work independently and set priorities
• Ability to work within a team environment
• Ability to type accurately at 45 w.p.m.
• Physical ability to carry out the duties of the position

Other desirable skills or knowledge include an understanding or experience with:

• Early Childhood Development
• Non-profit (social impact) organizations
• A track record of demonstrating initiative and collaboration

Offering an environment where team members can thrive and progress in their career is a part of the culture of the CVCDA. We strive to be a progressive employer, incorporating best practice and training relevant to each employee’s position.

As a Health Sciences Unionized position you will have a full health and pension benefit package. In addition, you will have future opportunities for furthering your skills and education.

In recruiting our team, we are committed to fostering and preserving a culture of diversity, inclusion and connectedness both within our agency and our community. We value the unique contributions that each of our team members bring in terms of their experiences, education, disability, culture, ethnicity, race, nation of origin, gender identity and expression, age, languages spoken, religion, and beliefs.

We look forward to your application for the position and the possibility of having you join our CVCDA family!

Notice: Employees of the CVCDA are required to provide proof of being fully vaccinated for COVID19 and will be required to obtain boosters as necessary and set out by agency policy.

Resumes and References to: Cindy Xavier, Executive Director, [email protected]and HR Administrator,  Michelle Erikson, [email protected]

Job tags

Salary