Catholic Social Services is currently seeking a full-time (40 hours/week), Administrative Support II in Red Deer to join our team. Providing excellent client-centered care, you are confident, thoughtful, and motivated to achieve success when supporting others in your community. Overview:

The Administrative Support ll is primarily responsible for reception and administrative support duties for the Agency programs, which may involve incoming telephone and walk-in inquiries that need to be handled with tact and sensitivity. The position also involves considerable support activities including data entry, general filing, and assisting with special projects.

The Administrative

Support II is also responsible for handling and filing of confidential client information as needed, archiving closed client files, processing mail/deliveries, liaising with programs and professionals internal and external to CSS, and other general office duties. Job Summary:

Reception

Welcomes clients/guests by greeting them, in person or on the telephone; answering or directing inquiries

Presents as a positive and skilled role model and ambassador for the Agency in interactions with clients, stakeholders, and the public.

Maintains an efficient, tidy, and smoothly running office environment

Manages phone line functions: transferring messages to voicemail

Takes/forwards messages from co-workers, clients, and visitors

Organizes, processes, and distributes correspondences and packages going out from, or coming in to, our offices

Ensures that all security doors are locked at the end of the day

Keeps track of employees/visitors in building via sign-in/out list

Processes payments from people we serve as needed

Performs other office reception duties as required

Administrative

Provides general office and administrative support to our programs

Ensures that all administrative staff paperwork is present and up-to-date (i.e., sign-in sheets, phone lists, memos, etc.)

Keeps notice board current by removing old postings and replacing with approved up-to-date ones

Applies correct postage using Postage Meter, as needed

Addresses and distributes interoffice and Canada Post mail and packages (notifies employees and/or scans digital copies of mail to employees when necessary)

Arranges for mail and courier pick-up as needed

Records and distributes cheques to employees

Monitors the Fax email and forwards faxes through email to the applicable employees

Helps with special projects as assigned by the direct supervisor or designate

Assists the Service in providing support to other Programs as assigned by the appropriate Director/Manager

Building and Office Equipment Maintenance:

Monitors the use of office and kitchen supplies and advises the direct supervisor or designate when there is a need to reorder stock

Monitors operation of dishwasher and helps keep kitchens,



meeting rooms and public areas tidy

Notifies direct supervisor or designate if building maintenance is required

Reports any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate

Reports any computer or phone problems to the CSS Helpdesk

File / Record Management

Respects and protects all sensitive and confidential information

Files information in program files, as needed

Enters closed files in the Record Management spreadsheets

Maintains a log of all files going in and out of the Program file archive, including keeping track of whose file is being checked in/out and who has signed the file in/out

Places files in and retrieves files from the Service file archive

Assists in maintenance of the Service file archive, as assigned by immediate supervisor or designate

General

Facilitates and provides a welcoming, hospitable, and safe environment for our clients and employees

Maintains appropriate personal boundaries with others

Communicates effectively and respectfully in a professional and confidential manner with all Agency employees, and internal and external stakeholders

Attends and actively participates in scheduled team meetings. Supports team initiatives and helps to identify problems and suggest solutions

Reports incidents to the immediate supervisor or designate

Maintains current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines

Directs all media or similar inquiries to the immediate supervisor or designate

What This Job Requires

Minimum of a Diploma in an Office Administration discipline or equivalent

Additional relevant certifications or designations considered an asset

Minimum of 2 years’ professional experience

Equivalent combinations of education and experience may be considered

Police Information Check

Strong attention to detail and accuracy

Awareness of and sensitivity towards those with diverse needs

Demonstrates professional problem solving, critical thinking and appropriate judgment skills

Effective interpersonal and conflict management skills to facilitate working effectively with wide range and number of people, including clients, Agency employees, and external stakeholders and resources

Effective English-language communication skills, both verbal and written, to communicate, understand, comprehend, and comply with all job requirements

High level of professionalism, confidentiality and diplomacy,



with ability to manage sensitive and confidential information and comply with all regulatory requirements and Agency Privacy and Confidentiality policies and procedures

Flexibility to adapt to changing needs of clients, circumstances, programs, and Agency

Knowledge of and effective collaboration with internal and external stakeholders, professionals, service providers, and community resources

Up-to-date knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards and practice guidelines

Ability to work collaboratively as a member of a team as well as independently with minimal supervision

Ability to build and maintain relationships

Ability to multi-task, establish priorities and take initiative

Competent in working with applicable Microsoft Office suite programs

Proficient in use of other Agency-assigned computer applications and databases

What We Offer

The annual compensation for this position begins at $40,340.16 and is based on qualifications and experience.

We offer flexibility and supportive working environment.

Flexible benefit options when eligible.

Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.

Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.

About Catholic Social Services

CSS is an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect. With more than 50 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1800 staff, and hundreds of volunteers delivering 130+ programs throughout Central Alberta. “As a Catholic social services agency, we are guided by faith to care for and bring hope to people in need with humility, compassion and respect.” Our values are at the core of everything we do!

Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.

Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.

Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

We thank all applicants. Only candidates selected for an interview will be contacted.

Catholic Social Services is committed to fostering a diverse and representative workforce. In an effort to enrich our agency and reflect the communities we serve, we welcome applications from qualified individuals of all diverse groups and backgrounds.

📌 Administrative Support II (Full-time) (Red Deer)
🏢 Catholic Social Services
📍 Red Deer