Administrative Clerk

Smithers Community Services Association is a non-profit organization that believes in raising the bar on what it means to do a good job. As a member of the Smithers Community Services team, you are fully engaged in your work, you take personal responsibility for your experience with the Association, you are a professional who operates from a place of ethics and integrity and you are prepared to evolve, change and grow as a result of working here.

**PROGRAM**:Administration

**POSITION**:Administrative Clerk - 4 days per week

**PROGRAM SUMMARY**:
The Administration team provides support for all programs and services offered through Smithers Community Services Association.

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The Administrative Clerk performs reception and bookkeeping duties for Smithers Community Services Association. The Administrative Clerk assists the Administrator, Executive Director, Program Managers and Board as required.

**REPORTING RELATIONSHIPS**:
**Reports To**: Administrator

**Direct Reports**:None

**PRIMARY FUNCTIONS**:

- Create a welcoming environment for visitors
- Respond to inquiries in person and over the telephone.
- Dispatch Smithers & District Transit calls.
- Provide bookkeeping support to the Administrator (primarily A/P)
- Provide administrative support to Executive Director, board and staff as required.
- Maintain personnel files; assemble orientation packages for new staff members, maintain staff directory, and record training requirements.
- Review and update internal documents to ensure consistency.
- Assist with the association website.
- Assist with brochures, business cards, and annual AGM report.
- Maintain door and alarm codes for all staff.
- Provide back up support and vacation coverage to the administrative team.

**SECONDARY FUNCTIONS**:

- Attend internal SCSA meetings, take, and circulate minutes if required.
- Ensure the security of the facility, i.e. doors and reception filing cabinet locked, lights and equipment turned off each day. Report security concerns to the Administrator or Executive Director.
- Keep track of staff whereabouts during working hours; particularly absent, out of the office, or working alone. Report concerns to the Administrator or Executive Director.
- Ensure reception, photocopy, and kitchen areas are tidy; shredder emptied, pamphlet display updated, bulletin board maintained.
- Ensure kitchen, office and cleaning supplies are kept stocked. Order supplies when needed.
- Ensure walkways are clear of snow and ice in the winter, water hanging baskets in summer.
- Reports all reception-related Critical Incidents to the Administrator or Executive Director.
- Performs other related duties, as required.

**QUALIFICATIONS**:
Education
- Grade 12 graduation and a minimum of two years experience in a similar position or a combination of relevant training and experience.
- Related training includes
- office administration
- business management

Knowledge and Experience
- Sage and general bookkeeping experience helpful
- Competently operate a variety of office equipment
- Sound knowledge of Office 2010 and Windows operating systems
- Sound knowledge of social media
- Be familiar with Social Service programs within the community
- Maintains current certification in Occupational First Aid and Non-Violent Crisis Intervention

Skills and Abilities
- Self directed and works well independently and as part of a team.
- Possesses excellent written and verbal communication skills.
- Demonstrates attention to detail and excellent editing / proofreading skills.
- Intermediate Level 2 technical skills required
- Motivated, well organized and detail orientated person with the ability to prioritize. Works well with continuous interruptions
- Demonstrated ability to interact positively with SCSA board, staff, clients and the public in person and over the telephone.

Working Conditions
- Regularly scheduled hours of work between Monday and Friday
- Office environment with routine office procedures

Personal Qualities

The team members at Smithers Community Services Association possess similar personal characteristics while at the same time are encouraged to bring their diverse thoughts, opinions and styles to their work. We highly value our team members and support each person to be successful in their role. Individuals who possess the following qualities are the best fit in our organization.

You are:

- Grounded in a people-first approach, working diligently to achieve the goals and objectives of the clients and the organization
- Open, self-aware and authentic with a desire to nurture this in others
- A strategic, critical thinker, accountable for your actions, modeling personal responsibility and initiative in your decision-making
- Flexible in your style, take pride in your work and contribute with the whole team in mind
- Focused on genuine dialogue that is collaborative and straight-forward with an insatiable curiosity about the people and the community you serve
- Collaborative, proactive a