Switchboard/Receptionist, Casual - Vancouver, BC, Canada - Legalaid

Description

Switchboard/Receptionist, Casual B011-24

Thursday, April 25, 2024

LEGAL AID BC

POSTING

TO: LABC STAFF (cc: BCGEU)

FROM: HUMAN RESOURCES DEPARTMENT

POSITION: SWITCHBOARD/RECEPTIONIST

ONE CASUAL POSITION – VANCOUVER

to December 31, 2024

COMPETITION NO: B011-24

DATE POSTED: April 25, 2024

CLOSING DATE: May 5, 2024

STARTING DATE: ASAP

SALARY: Job Class 5 (Market Adjusted)

($ $30.09 Hourly)

HOURS OF WORK: Monday to Friday 8:30 am – 4:30 pm, on an as-needed basis

This position is not on the modified workweek

Legal Aid BC is in the early stages of, and committed to a transformative journey to embedding Truth and Reconciliation, and Equity, Diversity, and Inclusion in all aspects of our work. We seek talent from equity-seeking groups, including but not limited to individuals who self-identify as First Nations, Inuit, or Metis descent, persons with diverse abilities, gender diverse, racialized, and members of the 2SLGBTQIA+ community be a part of this exciting stage of Legal Aid BC's growth. We care deeply about the culture we are building and are looking for staff members who not only excel in their respective areas but are also passionate about supporting the people we serve and each other. If this resonates with you, we encourage you to apply. All interested and eligible applicants will be considered with due consideration to all protected grounds under the BC Human Rights Code. If we can do anything to make your application experience a positive and equitable one, we want to hear from you on what we can do better.

PRIMARY FUNCTION:

To prepare incoming/outgoing mail for distribution; to assist in the development of mail procedures and schedules; to perform other related duties as required.

The following job duties are illustrative examples and shall not be construed as an exhaustive description of all the work requirements that may be inherent in the job.

VALUES STATEMENT:

Our commitment to the principles of fundamental justice embedded in the Charter of Rights and Freedoms , and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational. It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, transphobia and homophobia, and all discrimination. These are our values, and they inform our hiring practices too. Our business is aiding people in severe legal distress and necessitates internal and external alignment of practicing these values. Integrating Truth and Reconciliation and Equity, Diversity, and Inclusion throughout every aspect of Legal Aid BC is critical to building that culture, and we prioritize ongoing resources to achieve that goal.

DUTIES:

1. PERFORM RECEPTIONIST/SWITCHBOARD DUTIES:

a) Operate a multi-line switchboard, answer inquiries, screen calls, assess needs of caller and direct to

b) Send and receive e-mail messages;

c) Greet and direct visitors to correct floor or office after notifying staff of visitor's arrival;

d) Receive, distribute or notify staff of arrival of deliveries, cheques etc;

e) Maintain list of attendance and daily whereabouts of staff;

f) Maintain current telephone list of other social service agencies.

g) Provide back up for other administrative functions;

2. PREPARE INCOMING MAIL:

a) Open, date stamp and distribute mail to all departments;

b) Ensure prompt delivery of incoming courier mail;

c) Pick up and distribute inter-departmental mail;

d) Maintain log for incoming cheques; and

e) Deliver cheques and obtain signature of receipt.

3. PREPARE OUTGOING MAIL:

a) Organize and process registered mail;

b) Coordinate and assist with large mail outs;

c) Organize and prepare outgoing mail for pick up; and

d) Enter BC Mail pick-up tickets onto spreadsheet; compare with invoice; prepare reports.

4. PERFORM OTHER MAIL DUTIES:

a) Develop and update procedures and schedules for mail distribution and pick up.

5. PERFORM OTHER RELATED DUTIES:

a) Maintain procedure manual for reception/switchboard desk;

b) Monitor and assign incoming admin support tickets to appropriate team members;

c) Verify courier slips and taxi vouchers with transcript invoices against statement;

d) Receive, distribute or notify staff of arrival of deliveries, cheques etc.;

e) Provide orientation to switchboard relief;

f) Take attendance for reception staff;

g) Provide back up for other administrative functions;

h) Has new staff sign for security related items; access card / coded office key. Maintains / Issues

temporary access cards to vendors.

i) Perform other related duties as required.

QUALIFICATIONS:

Basic requirements

• grade 12 education supplemented by office/business courses
• minimum 1 year relevant experience, preferably on a multi-line switchboard
• basic skill in MS Word
• basic skill in MS Outlook
• basic skill in MS Excel
• OR an equivalent combination of education/experience

Rated requirements

• knowledge of basic secretarial skills
• knowledge of functions and locations of other social services agencies
• knowledge of job functions and location of LSS staff an asset
• knowledge of LABC policies and procedures an asset
• ability to operate a multi-line switchboard
• ability to organize/manage reception duties
• ability to cope with interruptions
• ability to deal with distressed, demanding and/or hostile clients
• must have excellent communication and interpersonal skills
• must have a friendly, courteous and patient telephone manner
• must be discreet and able to manage confidential information
• must be familiar with general software applications
• must have a strong desire to assist disadvantaged clients
• Awareness of the community's cultural diversity an asset

This competition may require skills testing based on the qualifications for this position:

• Microsoft 365 (Office Suite) – Word, Excel, Outlook
• Typing

We offer (based on your employment status and affiliation):

• Four weeks paid vacation to start that grows the longer you are with LABC
• An excellent employee benefits package, where premiums are 100% paid by LABC
• Support for training and development
• An Employee and Family Assistance program
• The opportunity to participate in various Employee programs (Employee Wellness, etc.)
• Support for a healthy work/life balance
• Generous leave provisions (sick time, special leaves)
• 13 paid statutory holidays
• An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time)
• Transit friendly employer for eligible staff to have their commute subsidized
• Dog-friendly offices
• Dedicated Cultural Leave provisions for Indigenous employees
• An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted.