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Administrative Assistant

Boyle Street Community Services

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REPORTS TO: Senior Administrator

SALARY RANGE: $39,877 – $46,897/ year

HOURS: 8:30AM-5:00PM for 37.5 hours/week

JOB ID: 19-018BSCS

Job BACKGROUND

Connecting children and families through shared humanity:

The Ubuntu CSD (Collaborative Service Delivery) Program is an innovative approach to child and family support, which leverages a network of partner agencies and Children’s Services to create customized supports for children, youth, and families in North East Edmonton and surrounding areas.

Ubuntu offers a continuum of culturally aligned, community-based, family and child centered services. Collectively, with Boyle Street as the lead agency, Ubuntu is one point of access to a streamlined set of services that leverages the expertise of five networks to meet the needs of our families, children, and youth. Entitled the C5 (Collaborative Five) – Ubuntu works collaboratively with Boyle Street Community Services, Bent Arrow Traditional Healing Society, Edmonton Mennonite Centre for Newcomers, Norwood Child and Family Resource Centre, and Terra Centre for Teen Parents.

This position is based out of the C5’s North East Hub – 14023 Victoria Trail.  Boyle Street Community Services offers an attractive benefits package after successful completion of probationary period.

Job Purpose:

The Administrative Assistant provides timely and accurate contact to visitors to the Ubuntu Children & Families Program.  As one of the first individuals that visitors and families meet at the Center, the Administrative Assistant models the values of the agency through a friendly, compassionate, and professional manner.

KEY AREAS OF RESPONSIBILITIES:

  • Acts as a first point of contact at Ubuntu Program, greets visitors and answer basic inquiries about the Centre, services, and/or refer questions to the appropriate staff
  • Answer and direct incoming calls during office hours, taking messages, screen calls and refer inquires to appropriate agency staff
  • Present a calm, friendly, and professional manner with visitors and callers and request assistance to deal with non-routine or crisis situations
  • Ensure that families and visitors alike feel comfortable and respected
  • Build positive relationships with children, families, and community partners.
  • Monitoring and tracking intake referrals from North East/ Clareview Children’s Services
  • Take a leading role in the presentation of the office and taking steps to ensure the consistent cleanliness, functioning, and appropriateness of the space
  • Opening and closing of the centre daily
  • Partnering with the Senior Administrator for operational duties and tasks
  • Maintains and orders sufficient office supplies to ensure efficient operation by the agency
  • Assist with building security through the appropriate documentation and maintenance of accurate records of keys and access codes provided to staff and partners
  • Process and distribute incoming and outgoing mail
  • Provide internal and external room bookings to staff and partners in order to ensure efficient and orderly utilization
  • Ensure that rooms are set up to accommodate bookings (tidy, water available, etc.)
  • Maintain sign out logs and inventory for program vehicle, gas card, bus passes etc.
  • Assist with scheduling of services for Ubuntu and partners
  • Support wellness activities for staff and partners
  • Other duties as required

Qualifications:

  • Education: High School Diploma plus 2 years related work experience; candidates with post-secondary education or certification in Office Administration is an asset

Skills and abilities:

  • Great attention to detail and excellent organizational skills and ability to multi-task
  • Able to work in a stressful environment and deal with difficult, sometimes distressed clients, including adults, children and youth
  • Is self motivated and has the ability to work independently
  • Works with initiative, commitment and enthusiasm
  • Ability to maintain discretion and maintain confidentiality
  • Proven ability to work in a respectful and client-centered manner
  • Proficient knowledge of Microsoft Office products and business equipment
  • High degree of flexibility, and leadership skills

Experience and other requirements:

  • Experience and comfortability with working and interacting with children and families
  • Criminal Record and Child and Youth Intervention checks are required

Closing Date: May 10, 2019

Boyle Street Community Services is an equal opportunity employer. We value the diversity of the communities we serve, and are committed to engaging and developing a diverse and inclusive workforce. Boyle Street Community Services welcomes applications from First Nation, Inuit, Métis, New Canadian, differently-abled, and LGBTQ2S communities.

How to Apply

Please email your resume and cover letter to: hr@careersforcommunity.ca Please include 19-018BSCS, Ubuntu Administrative Assistant in the Subject Line of the email. In the cover letter please state how you heard about this position.