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Administrative Assistant

5 months ago

Edmonton, Canada Prospect Human Services Full time

**Position**

Administrative Assistant

**Location**

Edmonton, AB

**Type**

Full Time

**Salary**

Starting at $46,000

**Break Barriers. Employ Change.**
- At Prospect, we value the diversity of people. Diversity at Prospect means a workplace where individual differences are recognized and appreciated, respected and responded to in ways that fully develop and utilize each person’s talents and strengths._

Prospect helps people get jobs. We’re a not-for-profit and registered charity, so while the bottom line can’t be ignored, it’s not our priority. Clients are.

We are seeking an experienced Administrative Assistant for our newest youth employment service. You will be working in our Edmonton office, providing administrative support to program staff; including prioritizing and coordinating workloads, greeting and assisting clients, accurate and timely entry of client data into our CMS, preparing reports and basic financial data, creating, editing and proofing correspondence, maintaining the filing system, and assisting with other program requirements.

**What will you do?**
- Manage the front reception desk
- Warmly greeting and assisting clients and visitors
- Handling incoming and outgoing mail, faxes, and courier shipments
- Handling all incoming calls
- Perform administrative functions in support of the program as follows:

- Coordinating program reporting requirements
- Scheduling meetings and handling all meeting logistics
- Assisting with calendar management
- Conducting program related research as required
- Managing kitchen and office supplies
- Handle data and data management entries, including:

- Verify and/or register incoming clients into database systems
- Oversee and coordinate all database entries, ensuring timely and accurate input of information
- Create and maintain accurate client files
- Coordinate government contract closures including inventory reports and file submissions
- Maintain internal tracking mechanism to verify timing of staff interventions and monitors progression of clients
- Ensure filing systems - both hard and soft copy are maintained
- Assist in completion of additional administrative projects as required

**What does it take to do this job?**
- Completion of post-secondary education, preferably in an Administration program
- 3+ years' of related administrative experience
- 1+ years’ experience working in database management systems
- Intermediate to Advanced skill level in Microsoft Office
- Proven ability to multi-task and efficiently respond to changing priorities
- Strong verbal and written communication skills
- Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, funders and staff
- Demonstrated ability to work in a confidential environment and handle highly sensitive information
- Able to consistently display a warm, friendly, and helpful demeanor
- Organized and efficient, with a focus on continual quality improvement

**Further Notes**:

- All employees must pass a Vulnerable Sector background check
- All employees must be flexible to work from the office as well as from home, based on the position and program requirements
- Prospect has a comprehensive onboarding program and supports professional development goals
- Prospect will consult with all applicants who request accommodation during the process to ensure that the accommodation provided considers any individual accessibility needs. Any information received relating to accommodation will be addressed confidentially._

**Enthusiastic**

Prospect approaches every opportunity with enthusiasm. We drive change with energy, optimism and commitment. Anyone who walks through our doors can feel the positive energy.

**Professional**

In every facet of our work, our actions show a commitment to professional management and service delivery. Prospect is accountable, ethical and honest.

**Innovative**

Prospect creates change by envisioning the end game and creating the means to realize it. We believe asking “why not?” aids progress. Solutions are created when we think beyond traditional boundaries.

**Inclusive**

Prospect is driven to achieve equal access for all to opportunities and resources. We strive to create a fair, healthy and high-performing environment where everyone is respected, encouraged and motivated, and their contributions help Prospect attain its goals.

**Collaborative**

Prospect seeks different perspectives. All parties must be engaged, including for-profit, not-for-profit, funders and government. Only by understanding all points of view can we create inclusive workplaces.