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Support Services Assistant

2 months ago

ChathamKent, Canada Municipality of Chatham-Kent Full time

Job Summary:

The Municipality of Chatham-Kent is seeking a temporary full-time Volunteer Services Assistant to provide administrative and clerical support to the Supervisor, Therapeutic Recreation and Volunteer Services, as well as administrative tasks for the Seniors Services division.

Key Responsibilities:

  • Provide administrative support to the Supervisor, Therapeutic Recreation and Volunteer Services, including preparing materials for orientation of new employees, students, and volunteers.
  • Maintain records for the division, including volunteer and pastoral care databases, schedules, and reports.
  • Assist with the organization and maintenance of Volunteer and Pastoral Care databases, schedules, and reports.
  • Update Seniors Services website as required.
  • Develop marketing materials, including social media graphics, brochures, flyers, posters, and other promotional materials.
  • Assist with communications, including internal and external communications, and manage email inboxes.
  • Facilitate information flow within the department, with other departments, and outside agencies as applicable.
  • Prepare agendas, attend and participate in divisional meetings and other meetings as required, and maintain accurate minutes.
  • Assist in organizing publicity and recognition events for the volunteer program.
  • Assist with volunteer fairs.
  • Review and track project status reports.
  • Assist with reception duties as required, and respond to inquiries from staff, residents, and visitors using judgment and sensitivity.

Qualifications:

  • College certificate or diploma in a related office administration program, with six (6) months to two (2) years of related experience.
  • Experience in an office administrative role, including creating presentations and correspondence, file management, and database management.
  • Knowledge of volunteer management practices and processes.
  • Experience with arranging meetings, including booking facilities/rooms, preparing agendas, recording and transcribing minutes.
  • Experience managing databases and creating related reports.
  • Experience managing webpages, preferably in a municipal environment.
  • Experience using effective project management strategies.
  • Strong interpersonal, communication, and customer service skills.
  • Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook).

Work Environment and Hours:

This position works weekday hours, with occasional evening and weekend hours.

Background Check:

This position works with vulnerable residents in a position of trust and authority, on a sustained and regular basis, in a largely unsupervised capacity. A Vulnerable Sector Screen is required prior to being accepted for employment.