Program Support/receptionist

2 weeks ago

Regina, Canada Regina Open Door Society Full time

**Job Title: Program** Support/Receptionist**

**Department: Employment **Services**

**Reports to: Administrative **Coordinator**

**Terms of Employment: Full-time / term (February 1, 2023 - March 31,** 2024)**

**Closing Date: January 23, 2023 - 4:00 **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. The Program Support is the centre of all departmental activity and 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 and problem-solving skills including the ability to respond independently to constant challenges and changes while maintaining discretion and professionalism at all times. In order to provide effective and efficient services, it is expected that the Program Support works in collaboration with other team members to ensure a smooth workflow.

**Requirements**:

- High School Diploma and post-secondary education in Office Administration
- Minimum 3 years of experience providing administrative services in an office setting
- Strong technological skills;proficiency in using the MSOfficeSuite and databases;advance knowledge of Excel is preferable.
- Well-versed with online platform tools such as Microsoft Teams ,Zoom
- Strongfinancialliteracywithexperienceinmanagingandmaintainingbudgets
- Proficiencyinusingofficetechnologyandequipment,includingvoicemessagingsystems, fax machines, photocopiers, printers, scanners, computers, etc.
- Advanced communication skills,both verbal and written
- Exceptional customer service,task organization and time management skills
- Attentiontodetail,abilitytomultitaskinafast-pacedenvironmentwithcompeting priorities, and tight deadlines
- Well-developed interpersonal and relationship-building 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 EmploymentServices
- 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,par tof 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 MSOffice programs together with internal client database tor etrieve and update clients' information
- Coordinates office and equipment maintenance requests if needed
- Prepares pre-approval requests for Manager's signature,orders,receives and stores/distributes purchased items
- Forwards invoices to the Finance Department within required timeline ensuring that they are coded, signed and completed, tracks budgetary expenditures for the various budget lines
- Performs other position-related 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 $35,326.09 ($20.13/hour). Pay periods are the end of the day on the 15th of the month and the

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