Job Description

Agassiz-Harrison Community Services Society

Administrative Assistant 2

Deadline: Thursday, July 7, 2025 at 4:30 p.m. to HR@agassizcs.ca

Reports to:

Executive Director, Department: Administration

JOB SUMMARY:

Agassiz Harrison Community Services is a multi-faceted social service agency providing 32 programs in support of early years, youth, seniors, food security, family therapy, family support, substance use, literacy, immigrant services, employment and operating a Thrift Store. The Administrative Assistant is the first contact point for clients and they manage both the front desk and serve the employees of Agassiz Harrison Community Services. The position is responsible for providing information to the public, clerical functions, front desk reception, answering phones, overseeing building management, information technology requests, social media and setting up appointments for designated programs. If you are interested in a fulfilling job that makes a difference in the lives of more than 14,000 people every year, this job is for you.

DETAILED RESPONSIBILITIES:

Provides program information to the public and maintains agency literature, registration forms and brochures

Organizes, coordinates and oversees building maintenance and minor repairs. Liaises between staff members, professional contractor, services, and volunteers

Answers phones and emails and relays calls and emails to the appropriate staff

Taking phone messages for staff

Greets and directing visitors and clients to the appropriate program/service/staff person.

Scheduling for Seniors lunch, Drive4U, Shopping Shuttle, or other programs when requested.

Maintaining an adequate supply of office supplies and equipment.

Takes payments and donations and issuing receipts.

Greets and directs visitors and clients to the appropriate program/service/staff person.

Receives deliveries, including donations from community members for the Food Bank

Assists staff with clerical duties

Maintains the reception handbook

Arranges for garbage and recycling disposal, particularly working with the janitorial contractor for weekly garbage pick up; coordinators janitorial functions with service provider

Keeps reception and surrounding areas clean, tidy and stocked

Keeps staff kitchen and restrooms clean, tidy and stocked

Inputs to marketing materials. Arranges placement of ads and social media posts as requested.

Creates and submits online job posting (Indeed), and internal correspondence as directed by the ED.

Provides liaising between staff and the information technology company related to computer issues.

Manages and maintains the main key cabinet.

Provides backup for Food Bank during vacation/sick time of Food Bank coordinator as requested.

Serves in the role of Health and Safety undertaking activities such as drills

Provides filing

Performs other duties as assigned.

QUALIFICATIONS:

Administrative Certificate or equivalent.

2 years experience providing administrative support

Recent related work experiences with a non-profit organization or community services is an asset.

Must have a Criminal Record Check for Vulnerable populations.

Must have a valid Class 5 Driver's License.

JOB SKILLS AND ABILITIES:

Must possess professional and sound judgement regarding confidential and sensitive information.

Empathy, compassion, and the ability to problem solve and respond appropriately in different situations.

Ability to handle multiple priorities concurrently and work independently with strong time management and organization skills.

Strong collaborative skills and proven ability to establish and maintain effective working relationship with all internal and external contacts.

Ability to pay attention to detail and maintain a focus on producing a quality product in a timely manner.

Computer proficiency and knowledge of Microsoft Office and Social Media applications.

Well-developed interpersonal verbal and written communication skills and ability to clearly explain instructions to others.

Demonstrated ability to contribute to a team environment.

Comfortable working and interacting with clients, volunteers, donors, and community members.

Basic understanding of nonprofit organizations.

HOURS AND DAYS OF WORK:

Monday: 9:00am to 4:30pm

Tuesday: 9:00am to 4:30pm

Wednesday: 9:00am to 4:30pm

Thursday: 9:00am to 4:30pm

Friday: 9:00am to 4:30pm

Employee is to be at their workstation and ready to work at 9:00 a.m.

One 30-minute unpaid break each day. Offices are closed from 12 noon to 1 p.m.

Job Type: Full-time

Pay: From $24.43 per hour

Expected hours: 35 per week

Flexible language requirement:

French not required
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-07-07