Administrative Assistant II (Part Time)

Job title: Administrative Assistant II (Part Time)

Job description: Are you looking for an inviting and exciting career opportunity? Do you have a passion for Office Administration, collaboration and making a difference! If the answer is “Yes”, this is the job for you!

Catholic Social Services is currently recruiting for a Part-Time Administrative Assistant for our Gianna Centre. Gianna Centre provides pregnancy support services, fertility awareness and authentic care for the family. The position is 16 hours per week working 9:00 am – 1:00 pm, 4 days per week.

You will be joining 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.”

About the Role:

We need someone with a positive attitude and a proactive approach to provide administrative support to our busy office environment. Excellent communication skills, attention to detail, confidentiality, and flexibility are necessary in order to work with our dedicated team.

Candidates will be able to work independently and as a team participant and will be knowledgeable about all administrative processes and procedures.

Fluency in Word, Excel and client databases and the ability to use all office equipment are essential to success in this position. Primary job duties may include but are not limited to:

Reception:

• Facilitate and provide a welcoming, hospitable, and safe environment for people following the values, policies and procedures of the Agency
• Open the office in the morning and ensure it is organized for the days meetings and events
• Welcome people we serve/guests by greeting them, in person or on the telephone; answering or directing inquiries
• Maintain an efficient, tidy, and smoothly running office environment
• Perform office reception duties and schedule appointments for people we serve
• Refer those under our care to other programs within the agency or other agencies for service as appropriate
• Report any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate
• Report any computer or phone problems to the CSS Helpdesk
• Notify direct supervisor or designate if building maintenance is required so appropriate parties can be notified

Administrative:

• Provide general office and administrative support to the program
• Respect and protect all sensitive and confidential information
• Assist with contacting client’s to provide updates and check on their ongoing progress, and report back to the Manager
• Collect pre and interim ratings as requested and input data on the client database;
• Assist with conducting telephone reference checks on volunteer applicants as requested
• Create the monthly activity calendar of classes and events for the Centre prior to the end of the month
• Post the monthly calendar on the Gianna Centre website and face book page
• Ensure that volunteers and trainers are aware of the dates and times of classes
• Phone participants in the classes 2 days prior to a class/event to confirm their attendance
• Audit and monitor volunteer files as needed
• Assist with preparing 6 and 12 month volunteer evaluation and survey forms;
• Attend meetings when required and complete the meeting minutes
• Effectively communicate with co-workers
• Provide general office and administrative support to our Gianna Centre, including typing, photocopying, stuffing envelopes and data entry

General:

• Maintain appropriate personal boundaries with people we serve
• Communicate accurately and professionally with all staff and people under our care and with other stakeholders
• Attend required training to perform duties accurately and proficiently;
• Report incidents to the immediate supervisor or designate
• Maintain current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines
• Participate in quality improvement initiatives and COA reviews
• Direct all media or similar inquiries to the direct supervisor
• Participate in team building activities and practices and contribute well to an effective team working environment
• Attend and assist in the planning of any events at the Centre or any pro-life events in the community as requested
• Monitor operation of program equipment and keep kitchen and public areas tidy
• Perform other duties as assigned

Qualifications:

Diploma in Office Administration or equivalent, and 2 years’ experience in administrative office work. Proficiency in the use of Microsoft Office and client databases is preferred.

Compensation:

The Salary range is from $18.58 – $20.92 per hour based on qualifications and experience.

We offer flexibility, and a supportive working environment.

Please apply online at to competition number 2208.

We thank all applicants. Only candidates selected for an interview will be contacted.
We offer flexibility, a comprehensive benefits package and a supportive working environment.
We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity and people of faith or no faith

Click Here to Apply

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