Office Administrator

Employment Opportunity

We are inviting applications for a

Office Administrator
Location – Vernon

Posting:#2022-006
Posting date:February 16, 2022
Hours of work:4-5 days/week (negotiable); 8:30am-4:30pm
Submission DeadlineOpen until position is filled
Start DateImmediately
Submit resume to:hr@archwaysociety.ca

We are leaders in empowering women, children, and families to live with dignity and respect, free from
domestic and sexual violence.

At Archway Society for Domestic Peace we are committed to the development and empowerment of
women, children and families in our community. We are a purpose-driven organization with a shared
sense of belonging, working collaboratively within a feminist framework to create a safe space that
respects and supports the traditions, rights, choices and voices of all staff.

We offer competitive wages, a generous benefits package that includes employer-paid extended health
and dental benefits, pension plan, a flexible work schedule and a supportive team environment where
we foster respect, trust connection and collaboration.

Come join us! Create a better world, do purposeful work, have an impact and join a team that supports
you and allows you to flourish.

Job Summary:
The Office Administrator is a specialized position within our organization that not only has solid office
and organization skills, but is also the key first point of contact for people connecting to our agency. The
position requires someone who has a naturally positive attitude and warm demeanor as well as a high
degree of emotional intelligence. The Office Administrator is responsible for providing administrative
support to Archway staff and programs and responds to inquiries from clients, visitors and staff, and
directs them appropriately. The Office Administrator ensures Archway programs and services run
smoothly by creating or improving office processes and implementing communication procedures.
Duties include a range of administrative, clerical, and technical services to support the day to day
business operations of the Society.



Qualifications:
Education, Training and Experience 

Advanced MS Office experience for report preparation and document layout. 

Advanced Adobe experience for developing and editing pdfs and forms 

Experience troubleshooting desktop, laptop and miscellaneous IT related device performance and

software issues. 

Three (3) years recent related experience 

Certificate in Business or Office Administration, or an equivalent combination of education, training &

experience.

Knowledge, Skills & Abilities: 

Knowledge of office operation and general office duties. 

Comprehensive knowledge of various word processing, spreadsheets, databases and other application

software and web based applications. 

Ability to handle sensitive and confidential information. 

Ability to apply tact and diplomacy in dealings with others. 

Ability to function independently and frequently under pressure, in an often chaotic environment,

while managing multiple projects and deadlines. 

High degree of attention to detail. 

Excellent organizational, verbal and written communication skills. 

Strong cultural competency and socially inclusive practice. 

Understanding of and commitment to work from a feminist perspective.

Key Responsibilities and Duties:

A. Administrative/Clerical Support

. Provides clerical and administrative support to the leadership team, Finance and Human Resources
departments, and counseling programs, involving material of a confidential nature.

. Answers and responds to telephone, email, and in person inquiries from clients and the general
public. Greets visitors and new clients and directs them as necessary.

. Monitors visitors in the waiting room and maintains security awareness.

. Maintains agency statistics, updates org charts, tracks job postings, coordinates interviews,
generates employment letters, revises/reformats program forms, etc.

. Responsible for the creation of the quarterly agency Newsletter.

. Drafts routine correspondence such as letters and internal memoranda; prepares reports,

presentation materials, forms and templates etc.

. Tracks employee onboarding and certification documents and books first aid training or
recertification when needed.

. Arranges meetings, organizes conferences, seminars and other such events which include arranging
participants, booking meeting rooms, arranging for supplies, etc. Prepares agendas, supporting
material for distribution, and takes minutes at meetings as required. Makes travel arrangements for
senior management, as requested.

. Maintains and updates filing, inventory, mailing lists, registers and/or other records; maintains the

Society’s membership database and prepares correspondence for members.

. Coordinates and tracks movement and management of confidential files to off-site storage.

. Maintains Board of Directors orientation binders, prepares meeting agendas and materials, and

updates Board governance policies as directed.

. Monitors changes to the Societies’ Act and informs supervisor of changes.

. May assist with or participate in various public relations activities/events as required.

. Sorts and distributes incoming mail and processes outgoing mail/deliveries.

B. Technical Support

. Maintains security access codes and liaison with security provider.

. Provides support to staff in the use of computer systems and software applications. Performs simple

diagnosis and resolution, demonstrates and explains program functions, and provides suggestions

on trouble shooting.

. Liaises with the Agencies’ IT Service Provider; is the secondary contact for service.

. Manages the Society’s general email inbox and forwards, distributes or files emails accordingly;. Operates a variety of office equipment such as computers, printers, copiers, facsimile equipment,

multi-line switchboard and postage meter.

. Coordinates the maintenance of office equipment.

C. Financial Support

. Maintains petty cash, performs bank deposits and bill payments.

. In coordination with the Finance Officer, reconciles monthly donation revenues and prepares tax
receipts

. Handles simple cash transactions such as collecting payments, issuing receipts, and maintaining

petty cash in accordance with established guidelines.

D. Organizational Role

. Serves as the Secretary on the Health and Safety Committee.

. Provides building orientation to new staff.

. Ensures that office, meeting room, kitchen, and other areas are maintained in a clean and tidy

manner.

. Manages the inventory of office supplies, cleaning supplies, kitchen items and other supplies

necessary for office operation.

. Maintains inventory of brochures, business cards and other relevant documents and monitors

distribution of agency promotional materials.

. Develops and recommends new/revised office procedures and practices. Monitors and ensures
approved organization policies, practices and procedures are followed. May participate in the
planning and implementation of administrative systems in discussion with management.

. Performs other related duties as assigned.

Additional Information: 

A Criminal Record Check for working with children and/or vulnerable persons.

A valid driver’s license and availability of a personal vehicle in good operating condition required

to run Agency errands and set-up for meeting and preparations. 

Archway Society has an Accredited Facility Dog in the Community Programs and the canine may
be present in meetings attended by the person in this position. 

Archway Society believes that a vaccinated population is a vital part of keeping us, our clients,
families, and communities protected from COVID-19 and the developing, fast-moving variants.
With this in mind, please be aware that Archway requires all new employees to be fully
vaccinated against COVID-19 and to provide proof of vaccination status before their first day
of employment

To Apply:

Please submit resume with cover letter to hr@archwaysociety.ca quoting Competition # 2022-006in
subject line.

While we appreciate all applications, only candidates selected for an interview will be contacted.