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Administrative Support Ii

3 months ago

Edmonton, Alberta, Canada CSS Full time

Catholic Social Services is currently seeking a Contract 24 hours per week, Administrative Support II in EDMONTON to join Community Outreach & Disability Service.

Providing excellent client-centered care, you are confident, thoughtful, and motivated to achieve success when supporting others in your community.

SUMMARY

The Administrative Assistant also will be responsible for performing appointment reminders, handling and filing confidential personal information as needed, processing mail/deliveries, placing equipment and supply orders, processing client intake and screening as needed, connecting clients and volunteers to community partners and resources relative to Gianna Centre, liaising with programs and professionals internal and external to CSS, and other general office duties as assigned.


JOB DUTIES

Primary job duties may include but are not limited to:

Reception:

  • Ensure that reminders have gone out for the day's appointment bookings and that new reminders are created for the next day's appointments.
  • Unlock the client file drawer.
  • Unlock all supply and program rooms every morning and securely re
- lock rooms containing merchandise at the end of each shift and turn off all lights.

  • Welcome people we serve, volunteers and guests by greeting and directing them, in person over the telephone or electronically; answering inquiries appropriately.
  • Prepare a small stock of intake packages with two parts for all new clients:
Part A -Client forms, Part B- Screening, Consents, Agreement forms to be used during a client's first visit.

  • Maintain an efficient, tidy, and smoothly running office environment.
  • Perform office reception duties and schedule appointments and provide appointment cards for people we serve.
  • Manage phone line functions: transferring messages to voice mail or other offices.
  • Take/forward messages from coworkers, people we serve, and visitors.
  • Organize, process, and distribute correspondence and outgoing packages to and from our ministry offices.
  • As needed, provide resource information and refer inquirers to other departments within the agency or other programs for service.
  • Follow all working alone safely protocols outlined for the Gianna Centre including locking the front door if alone in the building at any time.
Administrative (in conjunction with Admin/Marketing Specialist and Program Coordinator):

  • Provide general office and administrative support to our volunteers, clients and other agency ministries.
  • Enter client information including outcomes and survey data into ShareVision and/or other databases as required.
  • Assist in the tracking, entering, and reporting of data relating to the Ministry and/ or statistical reporting as required.
  • Ensure that all administrative staff paperwork is present and uptodate (i.e. signin sheets, staff and volunteer contact information lists, data sheets, emergency preparedness protocols etc).
  • Keep notice board (including social media) current by removing old postings as required and replacing with approved uptodate ones.
  • Address and distribute interoffice and Canada Post mail and packages.
  • Arrange for mail and courier pickup as needed.
  • Handle petty cash, operate pointofsale equipment, and communicate with Accounting or other administrative support staff of the Ministry, as assigned by the immediate supervisor or designate.
  • Monitor use of office & kitchen supplies reorder stock once approval is given.
  • Assist in providing support to other Ministries as assigned by the appropriate Director/Manager.
  • Assist in new staff/volunteer/student orientations.
  • Consistently review upcoming classes and ensure they are populated with clients according to their interest and need using Administrative time or volunteer support when applicable.

Office and Equipment Maintenance:

  • In conjunction with volunteers and designated staff, clean, tidy and reset the kitchen, and all supply/ program rooms after each and every use. Create signs and posters as needed to ensure easy reference for proper room use and cleaning procedures are followed and completed by responsible parties.
  • Notify direct supervisor or designate if building maintenance is required outside so appropriate parties can be notified.
  • Report any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate.
  • Report any computer or phone problems to the CSS Helpdesk/DSI.

Confidentiality:

  • Respect and protect all sensitive and confidential information, spoken or written.
  • File information in Ministry files, as needed.
  • Update Ministry file indexes, as assigned by immediate supervisor or designate.
  • Prepare initial paperwork for people whom we serve, as assigned by the immediate supervisor or designate.
  • Maintain a log of all files going in and out of the Ministry file archive, including whose file is being checked in/out and who has signed the file in/out.
  • Place files in and retr