Catholic Social Services is currently seeking full time, 40 hours per week, Administrative Support II in EDMONTON to join our team. Providing excellent client-centered care, you are confident, thoughtful, and motivated to achieve success when supporting others in your community.
One position has a weekly full time schedule of Monday to Friday - 8:30 am - 5:00 pm.
Overview:
The Administrative Support ll is primarily responsible for reception and administrative support duties for the Agency programs, which may involve incoming telephone and walk-in inquiries that need to be handled with tact and sensitivity. The position also involves considerable support activities including data entry, general filing, and development of statistical reports.
The Administrative Support II is also responsible for handling and filing of confidential client information as needed, archiving closed client files, processing mail/deliveries, liaising with programs and professionals internal and external to CSS, and other general office duties.
Job Summary:
Reception:
Welcomes clients/guests by greeting them, in person or on the telephone; answering or directing inquiries
Presents as a positive and professional role model and ambassador for the Agency in interactions with clients, stakeholders, and the public. Maintains respectful personal boundaries
Maintains an efficient, tidy, and smoothly running office environment
Manages phone line functions: transferring messages to voicemail
Takes/forwards messages from co-workers, clients, and visitors
Organizes, processes, and distributes correspondences and packages going out from, or coming in to, our offices
Ensures that all security doors are unlocked at the end of the day
Keeps track of employees/visitors in building via sign-in/out list
Performs other office reception duties as required
Administrative:
Provides general office and administrative support to our programs
Enters outcomes and survey data into database
Assists in the tracking, entering, and reporting of data relating to program statistical reports as required
Ensures that all administrative staff paperwork is present and up-to-date (i.e., sign-in sheets, phone lists, memos, etc.)
Keeps notice board current by removing old postings and replacing with approved up-to-date ones
Applies correct postage using Postage Meter, as needed
Addresses and distributes interoffice and Canada Post mail and packages (notifies employees and/or scans digital copies of mail to employees when necessary)
Arranges for mail and courier pick-up as needed
Records and distributes cheques to employees
Monitors the use of office and kitchen supplies and advises the direct supervisor or designate when there is a need to reorder stock
Maintains up-to-date parking lot map
Assists in new employee/student orientation
Ensures that all Critical Incident Reports, CSD Reports, Family Time Forms are sent to Children and Family Services employees in a timely manner
Emails completed reports to employees as necessary
Monitors the CFCS Admin email; completes requests in a 3-day timeline
Monitors the Fax email and forwards faxes through email to the applicable employees
Assists the Service in providing support to other Programs as assigned by the appropriate Director/Manager
Notifies direct supervisor or designate if building maintenance is required
Reports any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate
Reports any computer or phone problems to the CSS Helpdesk
Respects and protects all sensitive and confidential information
Files information in program files, as needed
Prepares initial paperwork for clients, as assigned by the immediate supervisor or designate
Enters closed files in the Record Management database
Maintains a log of all files going in and out of the Program file archive, including keeping track of whose file is being checked in/out and who has signed the file in/out in the Records Management database
Places files in and retrieves files from the Service file archive
Assists in maintenance of the Service file archive, as assigned by immediate supervisor or designate
Facilitates and provides a welcoming, hospitable, and safe environment for our clients and employees
Maintains appropriate personal boundaries with others
Communicates effectively and respectfully in a professional and confidential manner with all Agency employees, and internal and external stakeholders
Attends and actively participates in scheduled team meetings. Supports team initiatives and helps to identify problems and suggest solutions
Reports incidents to the immediate supervisor or designate
Maintains current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines
Directs all media or similar inquiries to the immediate supervisor or designate
What This Job Requires:
Minimum of a Diploma in an Office Administration discipline or equivalent
Additional relevant certifications or designations considered an asset
Minimum of 2 years’ professional experience
Equivalent combinations of education and experience may be considered
Police Information Check including vulnerable sector search, and Intervention Record Check current within six (6) months
Strong attention to detail and accuracy
Awareness of and sensitivity towards those with diverse needs
Demonstrates professional problem solving, critical thinking and appropriate judgment skills
Effective interpersonal and conflict management skills to facilitate working effectively with wide range and number of people, including clients, Agency employees, and external stakeholders and resources
Effective English-language communication skills, both verbal and written, to communicate, understand, comprehend, and comply with all job requirements
High level of professionalism, confidentiality and diplomacy, with ability to manage sensitive and confidential information and comply with all regulatory requirements and Agency Privacy and Confidentiality policies and procedures
Flexibility to adapt to changing needs of clients, circumstances, programs, and Agency
Knowledge of and effective collaboration with internal and external stakeholders, professionals, service providers, and community resources
Up-to-date knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards and practice guidelines
Ability to work collaboratively as a member of a team as well as independently with minimal supervision
Ability to build and maintain relationships
Ability to multi-task, establish priorities and take initiative
Competent in working with applicable Microsoft Office suite programs
Proficient in use of other Agency-assigned computer applications and databases
Ability and willingness to work outside of regular office hours and/or work overtime as required to meet Program and Agency needs
Ability and willingness to travel, as required, to different offices, programs, and other sites to attend meetings, presentations, and/or training
What We Offer:
The annual salary for this position is $38,795.04 to $43,680.96 based on qualifications and experience.
We offer flexibility and supportive working environment.
Flexible benefit options when eligible.
Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.
Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.
About Catholic Social Services:
You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect.
With more than 60 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1900 staff, and hundreds of volunteers delivering 130+ programs throughout Central Alberta and Edmonton.
Our values are at the core of everything we do!
Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.
We thank all applicants. Only candidates selected for an interview will be contacted.
We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, and people of faith or no faith.
