Description:
The Receptionist provides a welcoming and professional environment for clients and the public who are seeking assistance and information relating to the Grande Prairie Community & Family Services. This position supports the effective and efficient delivery of programs and ministry through reception, scheduling, administrative support, special events and office equipment and procedures.
DAYS and HOURS of work: Monday – Friday (40 hours per week)
KEY RESPONSIBILITIES:
Administration
- Perform general office duties such as answering and directing phone and other inquiries; check/action emails; greet and escort visitors; file documents electronically or manually; photocopy/distribute materials; send/receive fax/email material as requested; resolves routine inquiries.
- Handles and ensures the protection of extremely confidential and sensitive employee/officer/client and/or program files. Maintains an efficient filing system.
- Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked and statistics in Link 2 Feed.)
- Draft and type correspondence (i.e., letters, dictation, acknowledgements)
- Draft and prepare presentations, brochures, fliers, advertisements for social media (e.g., Facebook, Instagram, Radio stations and TSA Grande Prairie website).
- Schedule meetings, prepare agendas, take minutes; type and circulate minutes
- Distribute incoming mail to appropriate persons. Process outgoing mail.
- Order stationery supplies and maintain adequate inventory of office and other supplies as needed. Arrange for maintenance of office equipment.
- Prepares hampers for Intake Worker to distribute to clients
- Provides back-up support to Intake Worker as needed with client intakes and URIKA assessments with Pathway of Hope participants
- Regularly involved in the distribution of client hampers which involves applying average force of up to 20 pounds alone or up to 45 pounds with co-worker assistance
- Provide support to the Christmas Assistance Program (e.g., Christmas applications, hamper distribution, toy distribution)
Finance
- Accepts monetary donations and prepares temporary receipts
- Maintains gift card logs during Christmas
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
- Completion of a High School diploma.
- Completion of formal post-secondary /college certificate program and/or specialized courses or certification.