Receptionist/Administrative Assistant

Job Title:Receptionist/Administrative Assistant

Location:Community Campus

Status: Permanent, Full time
Hours: 35 hours/week
Schedule: Monday - Friday
Grid: 10
Wage: $21.63 - $25.19
Start Date: ASAP

Date Posted: April 8, 2022
Closing Date: open until filled

Please note that internal applicants must apply by April 14, 2022, internal applications received after this date will not be considered as internal and seniority will not apply – position will remain open until filled.

The Opportunity:

The Receptionist/Administrative Assistant, Front Desk provide a welcoming space and assistant to DIVERSEcity clients. This position provides a variety of administrative and clerical assistance in an office setting.

Key Responsibilities:

• Answers calls on a busy switchboard and redirects appropriately;
• Responds to client inquiries via email and other online platforms;
• Greets clients in a professional manner and directs enquiries to the appropriate staff member or alternate agency;
• Monitors visitor waiting area(s) and reports suspicious behavior. Documents unusual occurrences in a timely manner on the appropriate form;
• Maintains in-depth knowledge of DIVERSEcity programs to provide general information to the public as necessary;
• Oversees volunteers and practicum students who are assigned to the front desk;
• Maintains staff sign-in sheets and is aware of staff’s whereabouts so as to efficiently deal with calls and client inquiries;
• Ensures facility is welcoming, brochure racks and forms are well stocked, bulletin boards are current and a professional and safe atmosphere is maintained;
• Opens and closes facility;
• Performs clerical functions such as photocopying, scanning and faxing;
• Performs administrative functions such as monitoring and purchasing supplies, data entry, updating documents, mail services, and archiving.
• Assists program staff calling clients when seats are available, registers students and maintains the student records by opening and closing student files;
• Supports the planning and execution of departmental events and training sessions by scheduling meetings, creating presentation materials, tracking attendance, and supporting team members to create content.
• First Aid Attendant;
• Other duties as required.

Qualified candidates will possess:

• Completion of grade 12 and completion of up to one (1) year of business of office administration training;
• Minimum 3-years’ experience in an office environment or a combination of education, training, and experience;
• Exceptional written and oral English language communication skills;
• Computer and internet skills, including Microsoft Office, iCare and other databases;
• Minimum 50 WPM, typing speed;
• Experience working in funded programs and non-profit, preferred;
• Second language an asset;
• Ability to work independently and collaboratively in a dynamic group environment.

This position requires union membership. A Criminal Record Check is a requirement of employment.

APPLICATION REQUIREMENTS:

As part of the application process, you will be prompted to complete a short questionnaire. Please ensure all questions are answered.

To view all opportunities at DIVERSEcity visit www.dcrs.ca/work-with-us/.

Internal applications must be received by October 26, 2021.

ADDITIONAL INFORMATION:

This position is based in our Newton Town Centre office and is a blend of remote and in-person services. DIVERSEcity has implemented new safety procedures for in-office and in-person work, to view our safety plan, please visit https://www.dcrs.ca/news/diversecity-re-opening-plan/. Successful candidates will be provided with the training and equipment to safely carry out their duties, ensuring the best protection for our staff and clients.

A comprehensive job description will be provided to all candidates shortlisted for interviews.

DIVERSEcity is committed to employment equity and encourages applications from people of all gender identities and expressions, persons with disabilities, Indigenous peoples and visible minorities. Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact our HR department at (hr@dcrs.ca). Any personal information provided will be maintained in confidence.

About DIVERSEcity

DIVERSEcity Community Resources Society is a registered charity devoted to helping newcomers. For 40 years we have focused on providing specialized services newcomers to find employment, learn English, find housing, deal with family challenges, work through mental health issues and access medical care. DIVERSEcity is a client-centred organization committed to quality and accountability. We value growth, respect, integrity and compassion. To learn more about DIVERSEcity visit us at https://www.dcrs.ca/.

We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.