Ijc Program Assistant

**Position Title: IJC Program Assistant (Term)**

**Position Details**
- One year term, or until the incumbent returns
- Full-Time - 75 hours bi-weekly
- Monday to Friday
- Day Shifts: 8:00 am to 5:00 pm (variable)
- Bi-weekly salary between $1397.21 to $1572.57
- There will be a three-month probationary period.

**About Us**

Initiatives for Just Communities (IJC) is a non-profit, charitable organization that operates four community justice programs: El'dad Ranch, Touchstone, Open Circle, and CoSA. These programs support people with intellectual disabilities, Fetal Alcohol Spectrum Disorder (FASD), and those who are currently, or have been previously, incarcerated. IJC is committed to restorative justice practices, which honour the community and foster a sense of belonging.

IJC supports many Indigenous and culturally diverse participants. As an organization, we aspire to have a workforce that is representative of the diversity within our communities. We value diversity and aim to foster an inclusive work culture where everyone’s contributions and professional development matter.

**The Position**

IJC Program Assistants provide administrative support to the entire organization, through various types of data entry, vehicle scheduling, and supply management. IJC Program Assistants are also responsible for front desk reception duties, including representing IJC as the first point of contact for guests, distributing mail and light cleaning.

**What you will do**
- Financial data entry reconciling various types of reports and invoices from both internal and external sources, such as Mastercard, program shift spending, petty cash, Peg City, etc. and entering employee personal expense data.
- Collect and record vehicle mileage data, and schedule vehicle usage in collaboration with colleagues.
- Provide front desk reception duties such as but not limited to; Welcoming and directing guests, assisting with the front desk printer and laminator, stocking the coffee machine, receiving medications, and distributing car wash coins.
- Check internal and external mailboxes, as well as sending, receiving, and distributing mail.
- Ensure there are adequate office supplies and equipment for employee, including ordering and communicating needs for equipment.
- Complete program inventory audits annually, routinely updating, adding and adjusting item allocations on Asset Tiger.
- Complete payroll summary reports with data from Payworks.
- Create employee ID badges using a Word template and the laminator, sending out to staff and alerting HR in order to update properties in Payworks.
- Drop off supplies and mail as needed to program locations.
- Light cleaning duties, including monitoring the lobby washrooms to ensure they are clean and stocked, as well as supervising an individual receiving support from IJC to complete the weekly cleaning.
- Other duties as assigned.

**Qualifications**

**Required**
- Certificate or diploma in business administration. Suitable combination of education, training, and experience may be considered.
- Excellent customer service skills with the ability to meet operational expectations while providing effective service.
- Excellent verbal communication skills with the ability to articulate in a clear and effective manner.
- Excellent written communication skills with the ability to draft correspondence in a clear and effective manner.
- Ability to think critically and use creative problem solving.
- Strong planning and organizational skills, with the ability to prioritize and meet tight deadlines.
- Ability to take initiative and anticipate program needs.
- Exceptional attention to detail.
- Intermediate computer skills, including Microsoft Office Suite, with a focus on data entry.
- Demonstrate cultural competence and understanding of diversity, inclusivity, and equity issues. This includes respecting and valuing different cultural backgrounds, beliefs, and identities to ensure equitable access to services for all clients.
- Ability to exercise patience and flexibility.
- Build and maintain a professional supportive relationship with coworkers.
- Ability to maintain confidentiality, including adhering to PHIA and FIPPA.
- Participation in training opportunities and willingness to learn and adapt to new processes or procedures.

**Assets**
- Experience with Asset Tiger.
- Experience with the social services field or customer service.

**Conditions of Employment**
- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
- Satisfactory Criminal Record Check with Vulnerable Sector Search.
- Satisfactory Child and Adult Abuse Registry Check.
- Valid Class 5 Driver’s License with satisfactory Driver’s Abstract.
- Successful completion of MSDs and other compulsory safety courses.
- Satisfactory work references.
- Adhere to all IJC policies and procedures.

**Benefits Inc