Front Desk Customer Service Administrator - Jobs in Kitchener, ON

Job Description

Monica Place, KW Counselling and Carizon Family and Community Services are planning to unify. As we begin to work more closely together, we are excited to share postings across all three organizations. The lead organization for this role is Carizon Family and Community Services.Are you passionate about contributing to the community Are you interested in working for an organization that helps families thrive by strengthening their mental health and wellbeingAGENCY OVERVIEW:Carizon Family and Community Services helps families thrive in their communities by strengthening their mental health and wellbeing. Our vision is to inspire and facilitate Hope, Wellness, and Community through the uniquely tailored services we provide.We deliver Childrens Mental Health, Counselling, and Community Services that foster the health, skills, confidence, and resilience of every person we serve. We believe that when we help families manage lifes challenges and develop strategies to move forward, we create a healthy and vibrant community for all.POSITION OVERVIEW:The Front Desk Customer Service Administrator supports Carizon’s main office (400 Queen St) and occasionally other locations across the region. This position is responsible for duties such as reception, opening and/or closing the office, client data entry and providing general administrative support. This position is responsible for greeting clients during operating hours. This position works 12pm – 8 pm on weekdays and will also be required to work rotational Saturdays.RESPONSIBILITIES:

• Model Carizon’s values: 1. Be your whole self, 2. Be a proud Carizon ambassador, and 3. Be relentless in your pursuit for a better tomorrow
• Work within a team structure to provide quality client care. Collaborate with colleagues and leaders to identify and quickly resolve issues, recommend new approaches to strive for best practices and documenting them for future use.
• Greet all visitors and create a warm and welcoming environment.
• Pre-screen all clients and visitors before their entrance to the building, maintain a visitor procedure for building safety along with providing key fobs to authorized individuals
• Provide excellent customer service on by appropriately answering questions and/or forwarding to other staff as necessary and following established procedures if an individual is showing signs of distress.
• Track and coordinate client flow and supervise the waiting areas
• Carry out opening and closing procedures for the agency (i.e. locking/unlocking doors, turning on/off equipment, etc.).
• Complete daily office functions such as managing room bookings, Canada post mail and Purolator, monitoring voicemail and email inboxes, preparing paperwork, running reports, invoicing etc.
• Liaise with management and external providers to ensure the consistent operation of the equipment in common areas (i.e. photocopier/scanner, shredder, coffee/hot water machines, water dispenser, etc.).
• Liaise with maintenance department regarding building issues.
• Coordinate the usage and ordering of office supplies.
• Manage client files in multiple client information systems, including creating client profiles, managing program histories, uploading documents, scheduling, tracking and electronic file audits, etc. as well as follow all processes for offsite paper document storage
• Sends and responds to requests for information from external parties (including OCL requests, subpoena’s, etc.). Communicate and coordinate with other programs/sites to bring information together, review, redact, send and document.
• Participate in the orientation of new staff
• Maintain accurate and up-to-date phone lists.
• Contribute to the overall effectiveness of Carizon individual, family and group programs and promote them in a positive and professional way.
• Follow procedures in the case of an emergency (fire alarm, emergency exits, washroom alarms, 911 calls, and panic buttons) including assessing the level of risk and contacting the appropriate authorities
• To always perform work safely and in compliance with the Occupational Health and Safety Act (OHSA)

RESPONSIBILITIES COMMON TO ALL CARIZON EMPLOYEES:

• Demonstrate commitment to continuously improving professional excellence
• Participate in translating the Carizon vision into successful outcomes through involvement in all the processes and activities
• Ensure awareness and maintenance of best practices and standards for agency activities
• Develop and maintain positive professional relationships with others
• Incorporate and strengthen a team-based working environment that empowers staff to be collectively responsible for ensuring the agency achieves its mission
• Contribute to overall agency operations by embracing change and innovation ensuring excellence in customer service

EDUCATION/KNOWLEDGE/EXPERIENCE:

• College Diploma or combination of education and experience.
• 3+ years of experience in interacting with clients, preferably in the mental health/not-for-profit sector.
• Knowledge, skills and experience in general office practices.
• Familiarity with children’s services / mental health services system.
• Computer proficiency in Microsoft Office Word, Excel, Outlook and PowerPoint
• The ability to communicate (in writing and verbally) in additional languages is considered an asset
• Demonstrated customer service excellence and strong communication skills
• Positive attitude and growth mindset
• Excellent time management skills, the ability to manage time and set priorities in a busy setting
• Self-motivated, committed, highly organized and compassionate/sensitive to the needs of clients.
• Passionate about serving the children, youth, and families of our community
• Develop and maintain positive relationships with clients, colleagues, visitors, and vendors.
• Ability to work with minimal supervision and appropriately judge when to request support

WORKING HOURS/CONDITIONS:

• Work takes place in an office environment

• Ability to perform duties while sitting for long periods of time.
• Regular use of computers, office phone, and office equipment.

• Must be available to work day and evening hours

• Due to the nature of this position, there is the possibility of unpleasant interaction if a client or visitor is angry, upset, or escalated,

• A police check for the vulnerable sector is required
• Must be able to provide either proof of COVID-19 vaccination or documentation providing a satisfactory reason under the Ontario Human Rights Code for not being vaccinated

• Must be legally eligible to work in Canada

WHAT WE CAN OFFER YOU:

• A comprehensive benefits plan (health, dental and Employee and Family Assistance Plan)
• 3 weeks vacation
• Paid sick and personal time
• Professional development opportunities
• A caring, fun, and collaborative workplace culture

HOW TO APPLY:Please submit your resume and cover letter through https://carizon.bamboohr.com/jobs/ before the deadline.As we continue to be responsive to the changing needs of our communities, we acknowledge the historical and present-day violence and systemic barriers that continue to harm members of our Region and that we must ask ourselves not if we are complicit, but how.Carizon is committed to developing anti-oppressive practices and equitable outcomes for the families we serve while ensuring that our programs reflect and meet their needs. We recognize that we must work in collaboration with others to dismantle systems of oppression, discrimination and violence that people face as a result of their diversity, beliefs and identities.Building equity takes time, resources, intentional commitment and behavioural change. It is an ongoing process, and we start by recognizing the racism and discrimination faced by Indigenous people, Black people, Asian communities, racialized people, ethnic or linguistic groups, members of the 2SLGBTQIA+ communities, unhoused people, people with mental illness and people with physical and intellectual disabilities.To help us create change and ensure that we can continue helping families thrive, Carizon has invested in antiracism and anti-oppression training for all our employees. In addition, we have engaged in an organizational assessment to identify and address gaps. We have also created an Equity Leader position to help ensure our policies, processes, and practices eliminate any existence or influence of systemic racism across our organization.We have a lot of work to do and we are committed to keep moving forward on this learning journey. We will continue to listen, learn, and take action to ensure that everyone at Carizon experiences true equity, empowerment, and inclusion.Carizon is an equal opportunity employer and supports workforce diversity. At Carizon, we believe that diversity enriches our performance, clients, services offered, the communities where we live and work, and the lives of our employees. Should you require accommodation during the recruitment process, please contact Human Resources (hr@carizon.ca). While we thank all applicants for their interest, only those candidates selected for an interview will be contacted.SALARY:NM-3LOCATION:Kitchener/WaterlooEMPLOYEE GROUP:Non-UnionSTATUS:ContractHOURS OF WORK:35 hours/weekSCHEDULE:Weekdays, evenings, weekendsCOMPETITION NUMBER:50-22POSTING PERIOD:August 11 - 25, 2022START DATE:ASAPQuick Apply

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