Program Assistant, Regular, Full-time Position

2 weeks ago

Coquitlam, Canada SHARE Family & Community Services Full time

This is an HSA Bargaining Unit Position and requires Union membership.

**Job Overview**

Under the direction of the Supervisor, the Program Assistant is a key player in supporting program teams day-to-day. They are responsible for providing a variety of reception and clerical support; this includes telephone and reception duties and all manner of word processing, preparing correspondence, reports and maintaining files and related filing systems. The Program Assistant will work on several tasks and projects at once and provide support to different program teams as needed.

**Responsibilities and Duties**

The Program Assistant will:

- Provide duties related to program areas such as directing callers and providing information to clients, visitors and volunteers to the appropriate program or staff person. Provide up-to-date information pertaining to the Society, make referrals to other agencies if SHARE does not/cannot be of assistance.
- Assist with intake and client/applicant tracking, checking program requirement documentation for accuracy and completeness.
- Provide clerical and administrative support to management and other program staff: arrange meetings, schedule appointments, book rooms for meetings. Prepare agendas and supporting material for distribution and take minutes at meetings as required.
- Perform word processing, data input and typing support to prepare correspondence, meeting minutes, forms, client/volunteer information, letters, and memos.
- Perform data entry functions such as inputting information into databases and contact lists; maintains and updates filing, inventory, mailing lists, registers and/or other records either manually or using a computer.
- Maintains a variety of financial records such as petty cash fund, purchase orders, cheque requisitions, process incoming money and invoices as directed in program policies, this includes documentation, receipt and preparing bank deposits.
- Work with staff members to design or adapt systems to improve efficiency/effectiveness and provide accurate record keeping. Ensure that confidential files are secure.
- Keep the reception area, waiting room, therapy rooms and work areas clean and tidy in order to present a positive and professional image to the public. This includes cleaning therapy equipment and toys as needed.
- Open and/or close the program office as required.
- Process incoming/outgoing mail; forward incoming mail as appropriate; stamp and mail outgoing mail; ensure postage supply is adequate and request more when needed.
- Ensure that office equipment is in good working order and arrange for service and repair as required. This includes maintaining, organizing, and inventorying program equipment and supplies.
- Assist in the orientation of casual program assistants.
- Participate in and support agency activities, vision, mission, and values.
- Ensure that work practices comply with agency health and safety standards, program policies and procedures.
- The Program Assistant is responsible for managing her/his time effectively, attending staff meetings and seeking regular supervision.

**Working Conditions**

Some evening work may be required. When using her/his personal vehicle on agency business the Program Assistant must have appropriate car insurance coverage, a copy of which will be kept on her/his personnel file.

**Qualifications**:
Education: Grade 12 or equivalent, plus related post-secondary courses in office procedures.

Experience: One (1) year recent related experience. An equivalent combination of education, training and experience will be considered.

**Skills**:

- Proficient on personal computers, with knowledge of MS Office and database programs.
- Typing speed of 50 wpm.
- Strong organisational skills; able to follow through on administrative procedures; uses time effectively.
- Able to work independently, prioritise, use initiative.
- Excellent inter-personal skills; telephone reception skills and a professional manner.

**Closing Date**: May 17, 2023

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