Receptionist/office Assistant - Victoria, Canada - James Bay Community Project

Description

JOB DESCRIPTION December 2023




JOB TITLE:
Receptionist/Office Assistant - Part-Time, Until the Return of the Incumbent.

Union:
BCGEU - Health Services & Support - Community Subsector


Classification Grid:15(Wage - Step 1 - $25.27 to Step 4 - $27.86)


Benchmark Title:
Administrative Support 3
Benchmark Number:80103


Hours:
Part-Time8.00 a.m. - 12 noon, Monday through Friday


Reports to:
Executive Director


Job Summary:
Provides reception, clerical and office support for the James Bay Community Project.


Typical Job Duties:

• Reception:
• Receive visitors, volunteers and participants, directing to appropriate area, program or staff
• Provide information on JBCP programs and other community resources in Greater Victoria
• Sort incoming mail and deliveries for JBCP and tenants; process outgoing mail and deliver to mailbox.
• Program Support:
• Register participants for programs and activities
• Data entry and other administrative support for programs as required
• Assist with volunteer income tax program
• Receive, record and submit program monies
• Assist with JBCP food security programs
• Provide database entry support for programs as required
• Orientation of new staff to office procedures and equipment
• Minute taking when required.
• General Office Support:
• Maintain notice boards and information displays
• Receive and record donations
• Design posters, registration forms and media ads according to specified format
• Purchase office equipment and supplies
• Ensure appropriate security procedures are followed in the storage and handling of confidential material
• Maintain orderly and secure workspace and reception areas
• Report unsafe or faulty equipment or building safety/security issues
• Maintain opening procedures for the building
• Kitchen food safety procedures, including cleaning and sanitizing of equipment and dishes.
• Perform other related duties as required, as directed by the Executive Director.

Qualifications:

Education and Experience

• Grade 12 equivalent, supplemented by relevant courses in office procedures
• Must have accurate typing skills, minimum of 50wpm
• Previous reception experience essential
• Previous experience in social services setting desirable
• An equivalent combination of education, training and experience may be considered.

Knowledge, Skills and Abilities

• Punctual, reliable, flexible and adaptable
• Ability to communicate and engage effectively with diverse clientele, staff, visitors and volunteers in a culturally sensitive, respectful and patient manner is essential
• High level of confidentiality and diplomacy required
• Ability to multitask is essential
• Ability to organize and prioritize own workload is essential
• Ability to work cooperatively as a team member is essential
• Ability to problemsolve and/or redirect issues as appropriate is required
• Excellent oral and written communication skills
• Knowledge of standard office procedures and techniques
• Knowledge of resources, agencies and programs in the community of James Bay and Greater Victoria desirable
• Computer literacy, specifically word processing, desk top publishing and database use.

Job Types:
Part-time, Permanent


Salary:
From $25.27 per hour

Expected hours: 20 per week


Benefits:

• Casual dress
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Onsite parking
• Paid time off
• Vision care

Schedule:

• 4 hour shift
• Monday to Friday
• Morning shift
• No weekends

Ability to commute/relocate:

• Victoria, BC V8V 1S5: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 3 years (required)
• Administrative experience: 1 year (preferred)

Language:

• Mandarin (preferred)

Work Location:
In person