Administrative Support Specialist

6 days ago

Kelowna, British Columbia, Canada KCR Community Resources Full time
Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at KCR Community Resources. As the first point of contact for visitors and callers, you will play a vital role in maintaining efficient operations and delivering outstanding service to participants.

Key Responsibilities:
  • Reception and Participant Support:
    • Greet and direct visitors and callers 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.
Requirements:
  • 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

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