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Office Administrator

8 months ago

Kelowna, Canada Reach the Peak BI Services Full time

**Overview**: Reach the Peak Behaviour Intervention Services delivers intervention to young children with Autism. We pride ourselves in having a positive, friendly and kind workplace. We are looking for an Office Administrator to join our team. The Office Administrator will be responsible for many of the administrative duties that are needed to keep Reach the Peak running smoothly. Some of the duties are done in conjunction with other team members such as the Behaviour Consultant, the Autism Consultants and the Bookkeeper. The duties include:

- Scheduling (daily scheduling and Monthly schedule building)
- Intake of new families
- Updating the waitlist
- Intake of new staff and human resources tasks
- Monthly invoicing, funding projections and other funding related tasks
- Purchasing supplies
- Assisting with logistics for running the program

SCHEDULING TASKS
- Monitoring the scheduling phone from 9AM to 3:15 for any calls or messages from parents and staff and then assisting with communicating any changes to affected family and staff as well as documenting these changes.
- Will monitor the scheduling phone for any program enquiries.
- Consultants deal with scheduling issues between 7AM and 9AM and from 3:15 to 5:15. The scheduler is responsible for documenting changes on the calendar.
- Track session hours daily

NEW FAMILY INTAKE TASKS
- Will monitor for program enquiries
- Will schedule intake meetings for potential new families
- Will update the Program Waitlist
- Will send intake documents to new families and ensure the intake forms are completed in a timely manner
- Will upload client information onto Sync
- Will ensure all necessary documentation is completed
- Will input information into the Funding Spreadsheet

STAFF INTAKE AND HUMAN RESOURCE DUTIES
- Will assist in intake for new staff including sending intake documents, assisting with scheduling training, uploading documents onto Sync and updating contact lists
- Will assist in inputting new staff into benefits plan and Ceridian Powerpay
- Will check timesheets for accuracy each pay period and submit payroll to Ceridian
- Will track sickness benefits
- Will schedule supervision sessions with the Behaviour Consultant during probation
- Will schedule check in meetings with the Behaviour Consultant for new staff during probations
- Will schedule annual check in meetings with staff

INVOICING and FUNDING TASKS
- Will keep the Client Funding Spreadsheet up to date
- Will add new clients to Client Funding Spreadsheet
- Will do monthly invoicing for Autism Funding
- Will monitor children’s funding and upcoming birthdays and communicate to the families and the consulting team when funding is running low or if forms need to be signed
- Will make funding projections
- Will collaborate with senior staff to get Request to Pays signed and sent to the Autism funding unit
- Will assist in addressing invoicing issues
- Will prepare quotes when requested

PURCHASING TASKS
- With the assistance of an assigned BI who checks refillable materials weekly, will purchase materials as needed
- Source out good pricing for materials
- Manage and organize purchasing group chat
- Buy all refillable materials and requested materials when needed
- Ensure that all ordered items arrive at center
- Keep all receipts for purchases
- Upload receipts to the bookkeeper file

LOGISTICS TASKS
- Tasks related to helping things run smoothly such as:

- Help with organization tasks at the office such as filing
- Assisting with problem solving related to equipment

**Requirements**:

- Proven experience as an Office Administrator or in a similar role
- Experience and training with book keeping
- Excellent computer skills
- Excellent phone etiquette and people skills
- Ability to multitask and prioritize tasks effectively
- Ability to work in a busy, dynamic environment
- Strong communication and organizational skills

Pay: $22.00-$26.00 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Employee assistance program
- On-site parking
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Language**:

- English (required)

Work Location: In person