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Administrative Assistant

2 months ago

Kelowna, British Columbia, Canada KCR Community Resources Full time
Salary: $ 22

Position Summary:

Are you passionate about providing excellent administrative support and ensuring a welcoming environment for all visitors? Join our team at KCR Community Resources as an Administrative Assistant In this role, you will be the first point of contact for visitors and callers, manage front desk operations, and provide essential administrative support across various KCR programs. Your contributions will be vital in maintaining efficient operations and delivering outstanding service to participants.

Reporting Structure:

Reports to the Family and Adoption Services Manager

Prime Functions:

Reception and Participant Support:

  • Greet, assess, and direct all incoming calls, emails, and in-person requests to the appropriate staff.
  • Assist individuals accessing services by helping them complete required paperwork and managing document drop-offs.
  • Handle incoming mail, coordinate courier services, and distribute fax messages.
  • Maintain a tidy and organized reception area and ensure front office coverage as needed.
  • Perform end-of-day procedures, including sanitizing high-touch points and conducting a building check.
  • Provide backup phone support for the Adoption Program Assistant as required.

Administrative and Office Support:

  • Order and manage office supplies, including janitorial and kitchen needs.
  • Coordinate servicing and repairs for office equipment.
  • Monitor and report photocopy usage and compile monthly reports for the Finance Department.
  • Maintain supplies of bus tickets and recreation coupons, and submit related distribution reports.
  • Coordinate annual fire extinguisher service checks and on-site inspections with the Infrastructure and Operations Manager.
  • Keep the office procedures manual updated and provide administrative support for other KCR programs as required.

Kids Count Program Support:

  • Maintain participant databases and manage file records for the Kids Count Program.
  • Monitor staff schedules and check-ins, and manage daily communication with the Family Services Manager.
  • Track car seat distribution and inventory, and maintain birthday lists for children in the program.
  • Prepare monthly statistics and reports required for Ministry reporting.
  • Ensure that policies and procedures are updated and compliant with CARF standards.

Team Collaboration and Professional Development:

  • Work collaboratively as a team member to resolve issues and participate in team meetings.
  • Assist in identifying gaps and issues in program delivery and contribute to continuous improvement.
  • Maintain positive relationships with key stakeholders.
  • Participate actively in professional development opportunities.

Data Management and Reporting:

  • Ensure accurate documentation and management of participant data.
  • Generate and submit monthly activity reports as required by the Family and Adoption Services Manager.
  • Securely maintain and dispose of all information files in accordance with organizational policies.

Qualifications:

  • Completion of an Office Administration course or two years of experience in a similar role.
  • Strong knowledge of community resources and agencies, particularly those serving at-risk or marginalized populations.
  • Excellent interpersonal, cross-cultural, written, and verbal communication skills.
  • Proficiency in MS Office (Word, Excel, Outlook).
  • Strong organizational skills with the ability to prioritize work and multi-task effectively.
  • Ability to handle difficult situations with empathy and assertiveness.
  • Commitment to professional boundaries and self-care.

Benefits:

  • 3 weeks vacation
  • Paid sick leave
  • Group benefits including extended health, dental, and paramedical
  • Health spending account
  • Pension contribution

Application Process:

KCR Community Resources has a strong commitment to diversity and inclusion and encourages candidates from all backgrounds to apply.

We will strive to provide reasonable accommodations, accessible formats, and communication support upon request to all candidates in all aspects of the recruitment and selection process.

If you require accommodation as part of the application process, please contact the HR at our main office at

About KCR Community Resources:

KCR is a not-for-profit agency fostering diversity, collaboration, and resourcefulness by tailoring services to meet the community, family, and individual needs. We believe in a community where individuals and families are supported in leading healthy, productive, and fulfilling lives.

We value inclusion and relationships built on mutual trust, recognizing each other's contributions, expertise, and opinions.

We strive to create a safe and welcoming work environment where collaboration and valuing people's strengths are at the core of our day-to-day interactions.