Reception/administrative Assistant and

**Job Description: Reception/Administrative Assistant and Intake/Outreach/Marketing Officer**
Reports to: REES Executive Director, or designate

The Administrative/Reception/Intake/Outreach Officer is responsible for overall customer service, front desk reception, clerical/administrative functions, client intake and outreach, filing/record-keeping, and the provision of administrative support for Reaching E-Quality Employment Services (REES) operations and management. Additionally, this position includes Intake/Outreach/Marketing and is responsible predominately for performing intake (registration) duties for new clients coming to REES. Assessing the employment skills and abilities of the clients in addition to their job readiness is a focus of this position. This person will also be responsible (time permitting) to assist in maintaining a pipeline of clients for all the REES programs. As an Intake/Outreach/Marketing Officer it is required that you are well versed in all the benefits of the multiple programs REES offers. It is important to pro-actively seek out new opportunities to engage new, potential clients.

**Qualifications**:

- Personable and professional. Ability to maintain a high level of confidentiality
- Effective problem-solving skills; ability to take charge of difficult situations/conflict
- Equipment: Multi-line telephone system; TTY; fax; photocopier; scanner
- Excellent customer service, communication (oral and written), organizational and time management skills
- Attention to detail/accuracy and the ability to multi-task, prioritize, and meet deadlines are critical
- Experience in working with a non-profit, registered charity an asset
- Personable and professional
- Ability to work independently with little supervision; while still working as part of a team
- Ability to receive instruction, coaching and feedback
- Ability to seek out advice and ask questions as needed
- Understand that REES maintains a respectful workplace policy
- Comfortable working with, and sensitive to, people with disabilities and/or health conditions, as well as people of all backgrounds. REES maintains a respectful workplace
- American Sign Language an asset - but not required

**Key Duties and Responsibilities: Reception/Information Services**
- Responsible for the REES reception/resource area.
- Manage incoming inquiries. Provide relevant information and/or re-direct to the appropriate to REES staff, website, or other relevant sources.
- Inform Executive Director, or designate, of disturbances/concerns/difficulties, and filling out “incident reports” as required.
- Always ensure adequate coverage of the reception desk and resource area.

**Clerical/Administrative Services**
- Schedule/manage appointments as necessary for REES staff as required
- Manage all aspects of registration for workshops and Employer Forums
- Manage other correspondence to clients as required
- Provide administrative support to REES staff as time permits, or as directed by the Executive Director and/or Training and Development Coordinator
- Providing basic support and assistance to consumers in the computer/resource area.
- Maintain filing systems
- Prepare for/assist with meetings and functions as required
- Take and distribute minutes from staff meetings
- Maintain office supplies and prepare list of required items
- Arrange couriers and managing appropriate records
- Ensure incoming mail is picked up and distributed each day and ensure outgoing mail is posted each day
- Ensure that the Monthly Placement (Employed, Self Employed, Education, Volunteer) spreadsheets are kept up to date. Additionally, the 90-day Retention Status Report is to be updated on a monthly basis (by the 5thbusiness day of the month following)
- Other duties as assigned

**Intake Officer**
- Conduct intake interviews, identifying client needs/objectives/goals
- Ensure that all documents are complete and signed as required
- Obtain any current client resumes and references in addition to any other pertinent information
- Complete the client Reference Check
- Prepare and open the client “client” file
- Provide all the pertinent information to the assigned Employment Counsellor
- Refer to appropriate agencies for other supports or employment-related needs that fall outside of REES’s areas of expertise
- Provide clients with the basic information regarding the requirement of participation in REES Workshops and Employer Forums
- Ensure clients are aware of the resource area
- Open/close the client in Service Provider Reporting Solution (SPRS).
- The Intake Officer will also do outreach and marketing (as time permits) to further the number of new intakes
- Ensure that all monthly reports are completed in a timely fashion. I

**Job Type**: Part-time
Part-time hours: 31.5 per week

**Salary**: $18.46 per hour

**Benefits**:

- Dental care
- Extended health care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

Work Location: In person