Administrative Assistant

Employment Type: Full time
Schedule: Monday to Friday from 8:30 a.m. to 4:30 p.m.
Reporting to: Housing Manager
City: Grande Prairie
Number of Positions to Fill: 1
RFR #: 1870

With the supervision of the Housing Manager the Administrative Assistant will perform a variety of tasks for the Housing Manager and team to support programming. The Administrative Assistant is required to both take direction and use initiative to support the achievement of the programs goals and objectives in a professional manner. This role also provides administrative support to the Housing Department and maintains effective communication with service and program areas external to the Housing Team and within The Mustard Seed.

DUTIES AND RESPONSIBILITIES:

• Perform clerical and administrative functions such as preparing correspondence receiving visitors arranging conference calls and scheduling meetings for the Housing Manager or specific programs
• Work collaboratively with other non-profit agencies donors volunteers and cross-departmentally as directed
• Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks
• Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
• Ensure operational policies and procedures are accurate and up to date
• Coordinate accounts payable credit card transactions rent donations and other monetary transactions as needed
• Coordinate and organize activities related to specified programming to support ongoing services
• Track and report on Housing grants/funding as required
• Prepare weekly monthly quarterly update KPIs as directed by manager
• Assist in data collection and research for current or future program development
• Order and manage office supplies
• Coordinate and monitor time off requests for supervisors and managers within programming
• Coordinate and organize department and leadership meetings as required
• Prepare meeting agendas record and distribute meeting minutes and maintain organized files of same as required
• Complete internal and external correspondence legal documents form letters and other documents and distribute as directed
• Develop and maintain effective working relationships between programming departments within the Mustard Seed.
• Support residents as required
• Adhere to all Health and Safety and HR policies and procedures
• Complete incident reports as required
• Other duties as assigned

MINIMUM QUALIFICATIONS AND SKILLS

• 3 years of proven administrative experience
• Knowledge of office management systems and procedures
• Excellent time management and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organization and planning skills
• Strong customer service and interpersonal skills
• Proficient in MS office suite including Excel
• Cultural sensitivity and respect for client individuality and self determination
• Demonstrated professionalism discretion and confidentiality
• Ability to manage multiple competing priorities in a fast-paced environment

WORKING CONDITIONS

• Required to complete training to be fully equipped to work with the guests and clients of the organization including understanding how to de-escalate a situation while remaining calm and professional
• Moderate physical effort is required to successfully accomplish the essential job functions such as word processing data entry in specific database(s) and responding to tenant inquiries. Lifting sitting standing walking are also part of this role.
• Moderate to significant mental effort is required to successfully accomplish the essential job functions such as coping with a high degree of change providing information resolving discrepancies and responding to intense situations
• Some Mustard Seed clients may have personal issues that result in them using inappropriate language that could be considered angry argumentative discriminatory and demeaning.
• Employees are to be aware that many of our clients may experience difficulties or impairment at times which could result in them uttering threats discriminatory statements and other insults at your person. This may in a raised voice or in seeing unpredictable behaviour up to and including the possibility of them becoming aggressive
• Training on how to respond is provided but this is to be considered typical working conditions. Many of our clients are unaware of the impact of these comments

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry we require our employees to agree to respect and not detract from The Mustard Seeds Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

This position requires the use of a personal vehicle for company use and a company vehicle. The candidate must have a valid drivers licence maintain $2M Vehicle Liability insurance on the vehicle being used and will need to consent to a drivers abstract request. .

COMPENSATION & BENEFITS

The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents matching RRSP after one year of service and wellness days.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest however only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.

Required Experience:

Junior IC