[W950] - Administrative Assistant

[W950] - Administrative Assistant

10 Nov
|
John Howard Society Okanagan & Kootenay
|
Kelowna

10 Nov

John Howard Society Okanagan & Kootenay

Kelowna

Date Posted: November 10th, 2020



Competition Number: 102-20



Department: Regional Support Team



Location: Kelowna, BC (Supporting Okanagan & Kootenay Region)



Compensation: $18.50-23.00/hour + EFAP + Health Benefits + RRSP TEMPORARY $1.50/hour Essential Services COVID Premium



Status: Part Time, 27.5 hours/week, Permanent



Shift Schedule: Monday – Friday 10am-4pm



Start Date: As soon as possible



Closing Date: Open until filled



ABOUT JHSOK



John Howard Society of Okanagan & Kootenay (JHSOK) is one of 8 John Howard Societies in BC and 61 across Canada that, while independent charitable organizations, share the same mandate.

We have operated in the Okanagan for more than 60 years and are known for offering a wide range of innovative services within the fields of community justice, social services, health and safety, and public interest issues.



Our mission is: “Safe, healthy and inclusive communities in the Okanagan & Kootenay region and that we are the trusted voice on social and criminal justice issues in our region.” Guided by evidence informed practices, a harm reduction lens, and a person-centered approach, we are able to support people from assorted circumstances and needs including, but not limited to, homelessness, mental illness, addiction and developmental disabilities.



POSITION OVERVIEW



Located in the main office of JHSOK, the Office Assistant provides reception services, handles office machines/equipment, communications and mail, social media up keep, and other general office related duties. The Office Assistant takes initiative, brings a service attitude to the work, and has strong inter-personal and communication skills. They will also enjoy using computers & systems effectively, be detail-oriented, organized, and team-focused.



REPORTING & WORKING RELATIONSHIPS



- Reports directly and is accountable to Executive Director

- Participates as a member of the JHSOK Regional Office Support Team



KEY PERFORMANCE INDICATORS



- Ability to meet project expectations, objectives and timelines

- Providing exceptional customer service to our internal and external clients

- Maintaining knowledge of office machines and general office processes



WORKING CONDITIONS



- Adhere to and execute their position in accordance with the Mission, Vision, Core values, Policies and Procedures of John Howard Society Okanagan & Kootenay (JHSOK)

- Standard schedule is 27.5 hours per week Monday to Friday from 10:00am – 4:00pm

- This position may require occasional evening and/or weekend work to attend events

- Working with person(s) served who may solicit and/or display inappropriate social or physical behaviour including inappropriate language or violence



MAJOR RESPONSIBILITIES

General Office Assisting



- Telephone Reception: answering phone calls from the general public; attending to main office switchboard; directing calls to appropriate staff; responding to telephone requests.

- Walk-in Reception: welcoming visitors; first point of contact for the general public and prospective clients coming to agency; directs persons to appropriate staff, services and/or application forms;

- Clerical duties: receiving and sending post/courier mail; responding to agency main email box; parking passes

- Maintaining general office files, labeling and organization systems,

- Office supplies – ordering and receiving

- Office machines and technology: ensures office machines and technology are maintained, office machine contracts are renewed, issues and manages company laptops, cell phones, portable printers, liaises with company computer support service etc.

- Writes correspondence, memos, and presentations

- Coordinating and managing appointments, meetings, and the boardroom schedule in order to prevent duplicate bookings

- Marketing and branding: monitors social media pages, develops/creates branded materials for the agency such as pamphlets, annual reports, etc.

- Prepare and file required documents



Support to Human Resources & Finance Department



- Assisting with and upkeep of organizational chart and agency phone list

- Assisting in planning employee engagement and feedback surveys, events and sessions

- Assisting in obtaining signatures and approvals related to financial expenditures

- Providing clerical and administrative support to Executive Director and Directors



*Other duties as assigned by the Executive Director



QUALIFICATIONS



We are seeking a highly motive individual with a proven ability to work within a fast-paced growth-focused environment. The ideal candidate has:



- Post secondary education and/or training in relevant discipline such as Office Support, Business Administration, Human Resources or relevant field, and/or 1 to 3 years of relevant work experience

- Computer literacy, including intermediate skillset with Microsoft Office Suite 2016 (Word, PowerPoint, Excel, Outlook) and databases

- Familiarity and understanding of social media platforms or a willingness to learn

- An understanding of the social factors that contribute to homelessness, poverty, and criminal justice system involvement gained from previous work experience or through education/course work; experience working in the homelessness and criminal justice sector an asset

- Outstanding verbal and written communication skills for correspondence, reports and other company materials

- Exceptional interpersonal skills - positive, friendly and approachable

- Ability to handle data with confidentiality and maintain high ethical standards

- Ability to work both independently and as part of a team with minimal supervision

- Strong organizational and time management skills



- Ability to prioritize, multi-task and meet deadlines in a fast-paced environment

- Contingent upon a clear enhanced criminal record check, vulnerable sector – to be arranged by the successful candidate upon hiring at their own expense



*A combination of education and experience may be considered relevant to expectations of this position



WHAT WE OFFER



- Competitive compensation packages in compliance with Living Wages BC

- Employee and Family Assistance Program (EFAP)

- Industry leading myFlex group benefits, customizable to your individual needs

- Generous paid vacation and personal time off

- Group RRSP matching program

- Training and professional development opportunities

- Rewarding opportunity to positively affect vulnerable individuals within your own community



APPLYING



DIVERSITY & ACCOMMODATION: We serve a diverse group of people and encourage our staff to embrace these diversities. As an equal opportunity employer, we encourage people of diverse backgrounds, identification and cultures to apply. We also support candidates of diverse abilities and support accommodation throughout the hiring process, as requested and required by the applicant.



While we thank all those who apply, only applicants selected for interview will be contacted.



To learn more about JHSOK, please visit: www.johnhowardbc.ca/okanagan-kootenay



Reference ID: 102-20



Part-time hours: 27.5 per week



Expected start date: 2020-12-01



Job Types: Part-time, Permanent



Salary: $18.50-$23.00 per hour



Additional pay:



- Bonus pay



Benefits:



- Dental care

- Disability insurance

- Employee assistance program

- Extended health care

- Life insurance

- On-site parking

- Paid time off

- RRSP match

- Vision care



Schedule:



- Monday to Friday



Experience:



- administrative assistant: 1 year (Preferred)

- familiarity and understanding of social media : 1 year (Preferred)

- Microsoft Office Suite 2016 : 1 year (Preferred)



Education:



- AEC / DEP or Skilled Trade Certificate (Preferred)



Location:



- Kelowna, BC (Preferred)



Licence:



- Criminal Record Check with Vulnerable Sector (Preferred)



Work remotely:



- No

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/17206900/w950-administrative-assistant-kelowna/?utm_source=html

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