Administrative Support

4 months ago

Calgary, Canada Kindred Connections Society Full time

**JOB POSTING**

**About Kindred**:
At Kindred, we’re convinced the key to living well is healthy relationships with self, family, and others. But relationships are complicated and sometimes we find ourselves in vulnerable places, disconnected from those who matter most.

Kindred’s purpose is to realize the power of human connection, and it shapes everything we do. Whether biological or chosen, family is the most important relationship in a person’s life. So, we invest in the special bond between children and those that care for them. We provide road maps toward healing when essential relationships are ruptured. And we understand that accessing timely mental health support can inspire confidence with self and others. Healthy human connection is possible, and together we can realize it.

***:
**The Position**:
**Job Title: Receptionist / Administrative Support**

**Job Type: Permanent, Full-time**

**Potential for hybrid work schedule**

***:
**Position Overview**:
Reporting to the Administrative Support Coordinator, the Administrative Support will manage the day-to-day operation of Kindred and ensure smooth and efficient processes of administrative/clerical workflows. The Administrative Support actively supports the general administrative functions of a wide variety of administrative tasks including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, data entry, scheduling meetings, processing payments, organizing and maintaining information, and providing general office support to Kindred’s staff.

***:
**Key Accountabilities (job functions include but are not limited to)**:
Reception (40%)
- Working in a team environment in an integrated manner with all internal and external stakeholders to ensure a positive experience and effective coordination of efforts on behalf of the Agency.
- Exceptional Customer Service is an expectation and will include conducting oneself in a professional manner.
- Respond to routine and moderately complex questions/issues concerning the agency and be the contact person for the building operator for any issues/concerns regarding the space.
- Flexible working style with the ability to be a mobile worker with a varying schedule; regularly scheduled evening work will be required to meet the needs of the organization.

Clerical (30%)
- Assist with room bookings, organize meetings and other events as assigned
- Support projects, correspondence and initiatives as they arise
- Annual revision of foundational documents and program materials
- Prepare Clerical Banking weekly report and reconcile Moneris statement

Administrative (25%)
- File room management to include ordering and organization of supplies, oversight with hard copy client files and coordinating the annual storage of closed files off-site.
- Work together with hiring staff and HR Manager to format job postings. Post job openings on various job platforms and process any necessary fees associated with the posting.
- Work closely with all divisions to ensure quality assurance processes are supported.
- Ensure all correct documentation is completed and maintain files as per organizational policies, procedures and accreditation standards including monthly audit of data.
- Contribute and participate in the development/implementation and maintenance of divisional systems and procedures.
- Work together with the Communication Coordinators to create posters and other promotional materials for Kindred’s programs and services as requested.
- Provide administrative support for staff at the Louis Dean Centre one day a week.
- Be an “expert” in Kindred - hold in-depth knowledge and information to be able to troubleshoot and improve processes

Other Duties (5%)
- May perform other duties as assigned

**Qualifications**:
Education and Experience
- Business Administration Diploma or equivalent;
- Combination of education and a minimum of 2 years of experience will be considered
- Basic bookkeeping experience is an asset

Knowledge, Skills and Abilities
- Exceptional customer service orientation with high-level oral, written and interpersonal communication skills
- Developed power user skill level in MS Office Suite, Adobe, and InDesign & demonstrated an ability to master new software
- Excellent attention to detail and accuracy
- High level of initiative, ability to proactively respond to emerging needs and ambiguous situations
- Ability to perform multiple tasks and prioritize workflow
- Good judgement and use of discretion in managing highly confidential information
- Strong problem solver with an ability to effectively communicate

Qualities and Characteristics
- Embodies Kindred’s purpose as demonstrated by prioritizing, embracing, and thriving in the work through strong relationships internally and externally
- Strong personal alignment with the Kindred values: compassion, courage, family, excellence, and humility
- Expectation of fle

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