Part-Time

SUMMARY:

The Community Host is responsible for welcoming visitors and continuously promoting a community of understanding of the organizations vision mission objectives policies programs and services. Directs appropriately and provides administrative support to the agency. Duties are performed in a team environment that focuses on establishing collaborative and trusting relationships and culturally competent services with a focus on our youth and families.

PRIMARY DUTIES AND RESPONSIBILITIESof the Community Host include but are not limited to:

• Operates a central switchboard; answers screens and directs incoming telephone calls;
• Responds to inquiries acts on requests or refers clients and visitors to the appropriate staff;
• Provides information to staff and visitors regarding the various programs and services offered;
• Sorts and distributes mail and coordinates outgoing courier deliveries in a timely and accurate manner; Completes routine copying scanning faxing mailing and distributing materials;
• Monitors and distributes faxes. Ensures fax machines and photocopiers in the office are operating effectively and that supplies are ordered. Places service calls when required;
• Maintains and updates the internal agency phone directory phone system and email groups;
• Manages sign-in/out log for office equipment such as laptops and projectors;
• Responsible for postage meter;
• Tracks and orders office supplies including kitchen and bathroom supplies;
• Produces photo IDs for staff and maintains the database;
• Compiles month-end copier and postage totals for accounting;
• Gathers monthly odometer readings for agency vehicles;
• Maintains and updates agency internal websites;
• Assists programs with new employee setup;
• Schedules coordinates and sets up meetings conferences and special events;
• Prepares meeting materials and arranges catering when required;
• Ensures the timely flow of information to internal and external clients;
• Prepares formats and updates documents including correspondence presentations reports memos and emails with a high level of accuracy and attention to detail;
• Maintains the filing system of confidential information including record-keeping and tracking information;
• Creates and maintains a position or desk reference manual;
• Coordinates in kind donations and tickets received and distribute accordingly;
• Contributes to cost savings for the organization and basic accounting duties;
• Provides administrative support for special projects as requested;
• Adheres to the established agency Policies Procedures and Standards;
• Participates in cross-training of other administrative positions as required;
• Other duties as assigned to help maximize efficient use of the organization and/or Managements time.
  

• Post-secondary training in a relevant field a combination of education and experience may be considered.
• Experience working in social services and knowledge of community resources.
• Knowledge of the Truth and Reconciliation Commission of Canadas Calls to Action.
• Minimum of one (1) year of experience in an administrative or customer service role.
• Experience using a multi-line phone system.
• Intermediate computer proficiency: Microsoft Office (Word Excel Access Outlook etc.).
• Ability to use office equipment such as a printer photocopier fax computer etc.
• Training in telephone etiquette and customer service is desirable.
• Knowledge of Indigenous culture and language would be an asset.
• Commitment to ongoing training opportunities.

• Satisfactory Criminal Record Check with Vulnerable Sector Search a clear Child Abuse Registry check with acceptable Prior Contact checks and a clear Adult Abuse Registry check all done within the last 3 months.
• Must work evenings and Saturdays as needed.