Office Assistant

Location: Regina, SK Position: Full-time Permanent Posting Closing Date: August 26, 2021

The Office Assistant for Ehrlo Counselling Services (ECS) provides support to employees and management by performing clerical duties for Ehrlo Counselling Services and managing the reception area for the Francis Street building. The Office Assistant is responsible for invoicing, securing payments, managing phones, greeting clients and processing purchase orders. The Office Assistant manages the filing system including; filing, tracking files, and archiving. The Office Assistant is responsible for inputting, modifying, and retrieving data from various sources and providing administrative support to the staff at Ehrlo Counselling Services.

Qualifications

Education and Professional Certification

• Certificate or diploma in office administration or a related field of study.

Experience

• Minimum one (1) year of experience working in an office environment.
• Experience working on computers with software packages including; Excel, Word, and Outlook.
• Experience working with various databases.

Skills and Characteristics

• Ability to complete tasks independently and efficiently.
• Strong interpersonal skills with the ability to form professional working alliances.
• Strong written and oral communication skills.
• Ability to adapt to new situations.
• Effective time management and organizational skills with the ability to prioritize.
• High attention to detail.
• Understands budget and allocation of resources.
• Emotional competence and self awareness.
• Strong problem solving and decision-making skills.
• Open to continuous education and learning and development opportunities.
• Proficient computer skills.

Duties and Responsibilities

Services

• Answer and direct calls on main switchboard and visitor inquiries at front reception. Attend to participants in the reception area.
• Process incoming and outgoing mail.
• Coordinate and schedule appointments and meetings.
• Prepare and maintain participant files.
• Manage participant filing system including; filing, tracking files, and archiving.
• Enter and update participant information in applicable databases.
• Create invoices or documentation and secure payments for Ehrlo Counselling Services.
• Obtain authorization for purchase orders and invoices. Process, distribute, and track purchase orders and forward to accounting or external providers.
• Develop, maintain, and update documentation and correspondence such as reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
• Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Respond to escalated situations and direct appropriately when required.
• Ensure the reception area is tidy and presentable.

Leadership

• Provide leadership and training to new employees, practicum students, and volunteers.
• Display positive role modelling, agency values, and fairness.
• Ensure policies, procedures, and agency standards are being met.

Management of Resources

• Maintain office supply inventory and order office supplies as needed. Submit receipts and reconcile expenses for office supplies.
• Ensure maintenance of office equipment and arrange for repairs and service as required.
• Facilitate the collection of budget projections and monthly budget reconciliations and forward to accounting.

Safety

• Maintain, promote, and reinforce safe work habits, practices, and procedures.
• Adhere to written or verbal agency and government regulations, policies, practices, and instructions.

Additional Requirements

The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines.

Wage range for this position is $20.29 to 26.22 per hour depending on education and experience.

If you have any questions, please contact Kim Siddons @ 306-751-4520.