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Administrative Assistant, Ubuntu CSD

Boyle Street Community Services

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REPORTS TO: Senior Administrator

SALARY RANGE: $20.75-$24.41/hourly ($40 462 – $47 599/year)

HOURS: Monday-Friday, 8:30AM-5:00PM, 37.5 hours/week
JOB ID:
20-074BSCS

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 support for children, youth, and families in Northeast Edmonton.

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.

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 RESPONSIBILITY:

  • Acts as a first point of contact at Ubuntu Program, greets visitors and answers 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 Northeast/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 for Ubuntu/BSCS related activities to staff and partners in order to ensure efficient and orderly utilization and ensure that rooms are set up appropriately
  • Partners with C5 staff to ensure visitors of the Northeast Hub feel welcome and safe
  • Monitor drop-in counselling registration & ensure the registration form is accurate and up to date.
  • Arrange staff meetings, including the presenter and ensure we have equipment/supplies for the presentation
  • 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, Abilities, and Attitudes:

  • Must have excellent boundaries
  • Mental resiliency is key
  • Ability to work in a fast paced, occasionally noisy, ever changing, often demanding, sometimes traumatizing environment with interruptions and multiple competing demands
  • 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
  • Experience and comfort working with people from all walks of life
  • 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:

  • Knowledge of and experience working with community resources in Northeast Edmonton
  • Valid driver’s license and reliable vehicle
  • Criminal Record Check, Child Welfare Information System check, and Drivers Abstract completed within 6 months is required by start date (Note: Processing times may take several weeks to complete these checks)

Location of work: 14023 Victoria Trail

Closing Date: October 28, 2020

Interviews will take place on the week of November 2, 2020.

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. 

Clients, staff and partners are vital members of the Boyle Street team, so we place emphasis on making sure that we address each other correctly. Pronouns are an important part of how we speak about people.

Pronouns might be:

She/Her/Hers

He/Him/His

They/Them/Theirs

And other pronouns that help individuals to express themselves

At Boyle Street, we use pronouns to properly address and refer to people in our face-to-face interactions, in verbal introductions, as well as in writing on name tags, email signatures, and ID badges. We invite you to let us know how to properly refer to you and your pronouns as you explore finding a professional home with us.

How to Apply

Please email your resume and cover letter to: hr@careersforcommunity.ca. Please include 20-074BSCS Administrative Assistant in the subject line on the email. Please indicate in your cover letter how you heard about the position.