Employment Opportunities

The following postings are currently open:

Job Title: Executive Assistant (Temporary posting, with possibility of long term) (Click to Open)

Effective Date:              April 2015
Last Updated:               October 2018
Hours:                           18 hours – Tuesday, Wednesday, Thursday
Wage:                            $17.30 – $18.50
Job Summary:
Provides general office and administrative duties to Executive Director, Board of Directors Finance Controller and staff.

Reports to:  Executive Director / Financial Controller

 

Key Duties and Responsibilities:

Duties:

Agency receptionist duties:

  • Answers phone and/or in person inquiries and routes to appropriate staff members if required;
  • Responsible for checking phone messages and changing message when needed; sorts and distributes incoming mail and prepares outgoing mail;
  • Operates and is responsible for maintaining office equipment i.e. computers, printers, copiers and facsimile equipment;
  • Maintaining petty cash fund;

Other support duties

  • Provides information to clients and visitors upon arrival;
  • Front line intake duties and forms; check program requirement documentation for accuracy and completeness;

Support to management and programs

  • Performs word processing and typing support with regard to routine correspondence, meeting minutes, forms, etc. to Board of Directors, Executive Director and staff members;
  • May be required to use other related application software;
  • Provide support to Finance Controller as required;
  • Maintain and update agency website;
  • Assist in program management and program files;
  • Ensure program reporting is done in an accurate and timely manner;

Administrative duties

  • Establish and maintain current and orderly filing system, including agency payroll files;
  • Determine office supply needs and orders upon authorization from the Executive Director or Financial Controller;
  • May have the authority to negotiate purchase price and other materials when delegated.

 

Executive Director/Finance Controller and Board Support

  • Responsible for orientation packages and necessary forms for new employees;
  • Prepares Board Orientation Manuals;
  • Responsible for creating, updating and checking staff time sheets bi-weekly, keeping track of employees’ annual leave and sick leave entitlements and balances;
  • Ensures all necessary documentation is placed in payroll files;
  • Responsible for distributing keys to new employees and retaining a key sign out sheet for all employees holding a front door key to the agency;
  • Maintain keys for other offices in building;
  • Responsible for retrieving agency property from exiting employees and completing exit procedures;
  • Ensure office is tidied, clean and orderly as well as liaise with janitorial contractor for needed services;
  • Responsible for fire safety plan, evacuation procedure and fire drill etc., in accordance with the Agency Policies;
  • Maintain a current and up-to-date policy and procedures manual at front;
  • Ensures first aid certification is up-to-date at all times, ensures main office First-aid Kit is complete and accessible at all times;
  • Administer and maintain employee files, maintain and review files as necessary;
  • Report when steps should be taken to address related employment issues such as work performance, and absenteeism rates;
  • Make recommendations for action including recommending training opportunities, letters of expectation and corrective action;
  • Be the first point of contact for prospective employers, former and current employees, and provide employment reference and letters confirming employment;
  • Conducts reference checks for prospective employees;
  • Drafts confidential employment-related letters;
  • Assist employees with Health and Welfare benefit related questions, claims and forms;
  • Sign up employees with Health and Welfare Benefits and Municipal Pension Plan;
  • Duties involving confidential operation-related information and files;
  • Attends Board meetings if requested to take minutes and provides confidential administrative support to Board members;
  • Collect, research and prepare confidential information for use at Board meetings including budget reports, service delivery , program reports;
  • Reviews and summarizes miscellaneous confidential reports and documents and prepare background documents as necessary;
  • Based on the reports generated, may make recommendations to management and the Board for action;
  • Arrange confidential meetings, schedule confidential appointments and makes travel arrangements for management and the Board;
  • Files and organize confidential accounting documentation, including invoices, receipts, cheque stubs and bank statements;
  • Administers and maintains program information using client information database;
  • Runs reports using client information database and, based on the reports, determines when steps should be taken to address related employment issues including making recommendations for action including recommending training opportunities;
  • Maintain all employee payroll files, ensuring correct documentation;
  • Other duties as assigned;

 

Qualifications:

Education, Training & Experience: 

Completion of Grade 12, plus completion of a program of    up to (1) year training in business or office administration; Two (2) years recent related experience. Or a combination of education, training and experience;

Job Skills and Abilities:

  • Ability to communicate effectively orally and in writing; ability to deal effectively with others;
  • Ability to work independently and to operate personal computer/application programs and other office equipment;
  • Ability to work independently and to operate personal computer/application programs and other office equipment;
  • Good organization, time, and general management skills;
  • Understanding of the dynamics, and ability to deal with and represent a non-profit organization in a positive and supportive fashion;
  • Understanding of the dynamics of working in a counseling and support agency where client confidentiality and respectful client service are paramount;
  • Ability to foster positive relationships with other agency employees and volunteers, government officials, and external contacts;

 

Additional Information:  The ability to function independently, while managing multiple projects, tasks and deadlines is an ongoing expectation;

 

Hours per week:  18 hours – Tuesday, Wednesday, Thursday
Wage: $17.30 – $18.50
Please apply by November 23, 2018
Please send resumes to Kristein Johnson at kristein.johnson@cdcss.ca
Fax to: 250-365-2154
Drop off at/ or mail to: 1007 2nd Street, Castlegar BC  V1N 1Y4