Bilingual Receptionist

_**The Children’s Aid Society of the United Counties of Stormont, Dundas & Glengarry is committed to becoming allies with First Nations, Inuit and Métis communities; those of African-Canadian/Black heritage; other racially marginalized and LGBTQ2S+ persons, through our Truth and Reconciliation commitments, our ongoing ‘Diversity, Equity and Inclusivity’ work and anti-racism/anti-oppression education.**_

**Competition #12-23 - BILINGUAL Receptionist / Administrative Support**

**MAJOR JOB RESPONSIBILITIES**:

- Meet, greet, and respond to telephone calls, walk-in referrals, inquiries from the public and use the transfer process to direct them to the appropriate employee, which could include the departments Administrative Support worker
- Have a solid understanding of the overall organization as well as departmental functions to best support their teams
- For best customer service and to prevent visitors from waiting for an extended period of time, inform senior management/management and/or employees immediately when there is a visitor in the lobby. Use the escalation process to ensure prompt service
- Accessing employee Outlook calendars efficiently to determine their availability and whereabouts to direct the calls appropriately
- Ensure the names of visitors are recorded in the sign-in/sign-out binder and arrange taxi requests when necessary
- Understand and navigate all information systems (Such as CPIN, SOR-RL, etc.) as related to their role and use them accurately, timely, and efficiently to support in administrative tasks
- Photocopying and assembling material as required
- Assist in the collection, preparation, and organization of materials for case management, disclosures, adoption assessments, audits, reports, or court related materials
- Compose, review/edit and format letters/documents/memos in both official languages prior to processing for signatures
- Update the In-Office, Afterhours spreadsheets, and department Outlook calendars
- In partnership with colleagues, responsible for going to the post office to pick up and send mail
- Responsible for preparing any paperwork required for courier services, as well as opening and distributing mail accordingly
- Attend meetings to record/distribute accurate, concise, and timely minutes, including but not limited to department meetings, family meetings as needed
- Reserve interview rooms using the Outlook calendar as required
- Monitor incoming faxes and distribute them accordingly
- Transfer intake calls as per the rotation and update the Intake spreadsheet
- Track car seats, and daily sign-out passes (i.e. bridge, Cornwall Community Hospital and CHEO)
- Verify the Standard-Freeholder (including Police Blotter) for any articles pertaining to Child Protection concerns and search in CPIN to determine if the file is open and direct the information accordingly
- Maintain and update the reception guides for coverage
- Other duties and special projects that may be assigned from time to time

**KNOWLEDGE AND SKILLS REQUIRED**
- Responsive to the knowledge and understanding of the culture, history and current oppressions experienced by marginalized communities and communities that are overrepresented in the child welfare system, including but not limited to, Indigenous, racialized and the 2SLGBTQ+ communities.
- The ability to de-escalate situations at reception in a calm and respectful manner
- Demonstrates effective time management skills, task prioritization, ability to meet deadlines, high attention to detail, and critical thinking
- Demonstrates the ability to take initiative and is solution focused in creative ways
- Ability to receive constructive criticism, collaborate effectively with peers, community partners and other professionals
- Demonstrated ability to communicate both written and verbal in a clear, concise manner in both official languages
- Provide a high level of customer service to stakeholders
- Maintain a high level of confidentiality as per Part X and Agency policies

**QUALIFICATIONS**:

- High School Diploma (Grade 12) minimum - preferably a college diploma relevant to the position.
- Previous receptionist and administrative experience is beneficial (3 to 5 years)
- Pleasant, courteous, tactful, and diplomatic manner
- Ability to communicate fluently in both official languages is essential
- Proven ability to work under pressure and ability to be flexible.
- Excellent computer literacy, including Microsoft Office 365 (Outlook calendars, Excel, Word, PowerPoint, etc.) and Adobe
- Must possess a valid driver’s license and own vehicle
- As a requirement of employment all applicants must have a Canadian Social Insurance Number

**SALARY**:
Salary range $47,558 - $60,903, commensurate with education and experience
- We thank all interested applicants; however, only qualified applicants will be contacted for an interview._

**Job Types**: Full-time, Permanent

**Salary**: $47,558.00-$60,903.00 per year

**Benefits**:

- Company pens