2024-33: Reception and Administration Clerk - Jobs in FORT ST JOHN, BC, V1J 1Y8

Job Description

The Fort St. John Association for Community Living has been supporting individuals with developmental disabilities and complex needs for over 60 years. We are committed to a positive work environment where employees feel engaged and supported.JOB SUMMARY:The Reception and Administration Clerk maintains the front desk and completes a variety of reception and customer service duties. They assist the Administration Department with routine operational tasks.This is an excluded position and is covered by the non-union compensation guidelines. Key Duties and Responsibilities:Reception:

• Greets and directs any visitors to the agency. Answer all incoming calls and direct to appropriate staff member. Set up voicemail, retrieve, and administer messages.

• Open incoming mail, date stamp, and handle/forward as per department procedures. Post outgoing mail and arrange all outbound couriers and returns. Accept and sign for packages and give to the appropriate person without opening.

• Monitors outward-facing FSJACL emails, forwarding inquiries to appropriate staff members.

• Ensure photocopy room, coffee room, reception, furnace room, and janitorial areas are clean, tidy, and stocked with appropriate supplies. Ensure inventory is checked, ordered, organized, and maintained. Orders janitorial, office, coffee room, and personal protective supplies, with supervisor review and approval. Puts all items away.

• As directed, orders items with the FSJACL logo such as envelopes, business cards and folios.

• Maintains phone directory and internal contact lists for agency, departments, and committees. Distributes as needed.

• Takes payments, deposits, and issues receipts to individuals, staff, and customers. Ensures cash payments and cheques are given to Administration Coordinator to put in safe.

• Checks and makes bookings for meeting and training rooms. Ensure rooms and supplies are ready for meetings, training, or events, and ensures cleanliness after. Sets up multi-media, coffee, tea, and food if required. Anticipates and orders catering, and provides support during meetings as directed.

• Schedules and sends out calendar invites as directed.

Administration:

• Files and maintains a variety of documents and records as directed and on a regular basis. Ensures records management processes are followed, including the appropriate destruction and archiving of documents.

• Completes routine general, administrative, and HR data entry independently and as directed.

• Assists with a variety of HR functions as directed, including accepting and screening applications, creating personnel and payroll files, enrolling new employees in systems, and scheduling orientations and training. Follows up with staff about missing hiring and training requirements.

• Supports supervisors, management, and administration department with obtaining documents, printing, and ensuring printed packages (benefit, intake, volunteer, hiring, etc) are stocked and ready for distribution.

• Maintains FSJACL photo archive.

• Updates Healthy Advocates and staff access lists as directed, forwarding to the pool and gyms.

• Participates in and assists with community and association committees and events as required.

Performs other related duties as assigned. Knowledge, Skills and Abilities:

• Excellent oral, written, and interpersonal communications skills
• Demonstrated teamwork with the ability to help where needed.
• Well-developed planning, organizing, and administrative skills.
• Ability to foster positive relationships with peers, managers, individuals, and suppliers.
• Ability to function independently and as part of a team.

• Post-Secondary education in administration or the equivalent in education and experience is an asset.
• Experience with Microsoft Office suite, including Excel, Word, PowerPoint, Outlook, and TEAMs is an asset.
• This is an entry-level position. Will be considered for position if the right attitude, willingness to learn, and appropriate transferable skillsets are demonstrated.

Requirements:

• Vulnerable Sector Criminal Record Check.
• Reliable transportation

Work Hoursamp; Wage:This position requires 35 hours per week. Shifts are Monday to Friday from 8:30 AM to 4:30 PM, with an hour break for lunch from 12 PM to 1 PM. The successful candidate must be able to work extended hours during fundraising and special events when needed. The wage is $22.94-26.28/hour based on prior experience or post-secondary education. Benefits:An attractive benefit package, membership in the Municipal Pension Plan, and other Health and Wellness perks will be available after successful completion of probation.Position is posted until filled. Powered by JazzHR