Operations Assistant
6 months ago
**Position Description: Operations Assistant**
**Number of Hours: 35 Hours Per Week-**
**Contact: Judy Scott**
The job description provided is for a position within the Operations Team that supports
the Counselling Department and provides administrative support to all Family Services
of Central Alberta programs. Here's a breakdown of the key responsibilities and
qualifications for the role:
**Primary Duties**:
**Maintaining the Counselling Schedule**: This involves ensuring that appointments are
scheduled efficiently and coordinating with counselors and clients to manage their
schedules effectively.
**Counselling Files and Records Management**:Organizing and maintaining client
records and files in a secure and confidential manner.
**Liaising with EAP Coordinators**: Collaborating with Employee Assistance Program
(EAP) coordinators, which may involve communication, scheduling, and coordination of
counseling services.
**Client Contact and Appointment Booking**: Contacting clients, booking appointments,
and managing the process from file creation to closure and archiving of records.
**Proficiency in Software**: Being proficient in various software tools, including Simply
Accounting, Excel, Access, Microsoft Office 365, and Adobe, to effectively perform
administrative tasks.
**Invoicing**: Handling a limited amount of invoicing and potentially other miscellaneous
administrative duties as assigned.
**Computer-Related Support**: Assisting agency staff with computer-related
administration tasks, including website setup, program maintenance, and staff
orientation.
**Database Maintenance**: Maintaining various databases, including data entry,
generating statistics, and creating reports.
**Effective Communication**: Maintaining good communication with clients, volunteers,
and staff within the organization.
**Responding to Inquiries**: Handling both public and internal inquiries and requests.
**Evening Work**: This job will require you to work Monday and Tuesday evenings.
**Qualifications:
**Relevant Post-Secondary Education**: Some level of relevant post-secondary
education is required. Equivalencies may be considered, which means that experience
or training can substitute for formal education.
**Minimum Grade 12**: At the very least, a high school diploma (Grade 12) is required.
proficient in various software, including website software, and have advanced computer
skills to manage data and provide technical support.
**Excellent Communication and Organizational Skills**: Strong communication and
organizational skills are essential for effective liaison, record management, and
administrative tasks.
**Experience with Data Collection**: Experience in data collection may be beneficial for
tasks related to maintaining databases and generating statistics.
background checks, including a satisfactory criminal record check and child intervention
check.
**if they are chosen for an interview.
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