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Program Support/receptionist

3 months ago

Regina, Saskatchewan, Canada Regina Open Door Society Full time

Internal/External Posting:

Job Title:
Program Support/Receptionist

Department:
Employment Services
**Reports to: Administrative Coordinator

**Terms of Employment: Full-time/term (April 1, December 31, 2023)

Closing Date:
March 16, :00 pm

Mission Statement


The Regina Open Door Society (RODS) is a non-profit organization that provides settlement and integration services to refugees and immigrants in Regina.

RODS is committed to meeting the needs of newcomers by offering programs and services to enable them to achieve their goals and participate fully in the larger community.


Position Summary


This position's primary responsibility is to provide reception, administrative/clerical, and finance-related support for the provision of services offered through the RODS Employment Services.

Program Support is the center of all departmental activity and the first point of contact for newcomer clients seeking assistance in finding employment and/or enhancing their employability skills.


The position requires strong customer service, communication, budgeting, problem-solving skills, and the ability to respond independently to constant challenges and changes while maintaining discretion and professionalism.

In order to provide effective and efficient services, the Program Support is expected to collaborate with other team members to ensure a smooth workflow.


Requirements:

  • High School Diploma and postsecondary education in Office Administration
  • Minimum three years of experience providing administrative services in an office setting
  • Strong technological skills; proficiency in using the MS Office Suite and databases; advanced knowledge of Excel is preferable.
  • Wellversed with online platform tools such as Microsoft Teams, Zoom
  • Strong financial literacy with experience in managing and maintaining budgets
  • Proficiency in using office technology and equipment, including voice messaging systems, fax machines, photocopiers, printers, scanners, computers, etc.
  • Advanced communication skills, both verbal and written
  • Exceptional customer service, task organization and time management skills
  • Attention to detail, ability to multitask in a fastpaced environment with competing priorities, and tight deadlines
  • Welldeveloped interpersonal and relationshipbuilding skills; ability to establish rapport and excellent communication with staff, clients, and employers
  • Able to handle sensitive and confidential information appropriately and with discretion

Competencies
-
Quality/Compliance:achieving a standard of excellence with work processes and outcomes while honoring RODS policies and funder/regulatory requirements
-
Client Focus:striving for high client satisfaction, going out of your way to be helpful and pleasant, making it as easy as possible for the client
-
Communication:balancing listening and talking, speaking and writing clearly and accurately, influencing others, keeping others informed
-
Collegiality:being helpful, respectful, and approachable and team oriented, building strong working relationships and a positive work environment
-
Initiative:taking ownership of your work, doing what is needed without being asked, following through
-
Efficiency:planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things
-
Coach ability:being receptive to feedback, willing to learn, embracing continuous improvement
-
Respect for Diversity:ability to work within a cross-cultural environment and display acceptance and respect for different cultures and backgrounds.

Duties and Responsibilities

  • Provides a welcoming environment for people coming to RODS Employment Services
  • Performs initial screening of clients to establish clients' needs and eligibility for the services provided
  • Books/schedules appointments for clients with employment counsellors and establishes LMS consent intake forms in the absence of the Resource Room Facilitator
  • Due to the current pandemic, part of this role is to follow related protocols, including sanitization of resource room and reception area
  • Contacts clients to confirm attendance at appointments or workshops
  • Uses MS Office programs together with internal client database to retrieve and update clients' information
  • Coordinates office and equipment maintenance requests if needed
  • Prepares preapproval requests for Manager's signature, orders, receives and stores/distributes purchased items
  • Forwards invoices to the Finance Department within required timelines ensuring that they are coded, signed and completed, tracks budgetary expenditures for the various budget lines
  • Performs other positionrelated duties as needed

Salary Level/Classification
The classification for this position is Admin Category 1 at Step 1. The annual salary for this position starts at $35, $20.13/hour). Pay periods are the end of the day on the 15th of the mo