Job Description

Position Summary

The Office Administrator provides secretarial, administrative, and reception support to the Community Futures Sun Country office. This position is well suited to a motivated individual who is eager to learn new tasks and contribute to a collaborative team environment. The successful candidate will have basic office knowledge, strong organizational and time-management skills, and the ability to work both independently and as part of a team. Training will be provided to the right person.

Basic bookkeeping knowledge is considered an asset but is not required.

Qualifications and Skills

Required Qualifications

High school diploma or equivalent Basic office administration knowledge and experience (filing systems, reception, general office procedures) Strong computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook) Ability to manage multiple tasks, prioritize work, and meet deadlines Strong organizational, time-management, and attention-to-detail skills Excellent verbal and written communication skills Ability to work independently and collaboratively in a small team environment Professional, friendly, and client-focused demeanor Ability to maintain strict confidentiality

Assets (Not Required)

Post-secondary education in office administration or a related field Experience working in a non-profit, community-based, or public-sector organization Basic bookkeeping or accounting knowledge Experience with website content management and social media platforms Experience supporting Boards of Directors and preparing meeting materials Familiarity with small business support programs or training environments

Personal Attributes

Reliable, adaptable, and willing to learn new tasks Strong interpersonal skills and a positive attitude Comfortable working in a small office where flexibility and teamwork are essential Able to handle light physical duties associated with general office upkeep

Key Responsibilities

All duties are performed in accordance with Community Futures Sun Country policies, standards, regulations, and procedures, and as directed by the General Manager.

Attend and participate in administrative meetings Attend Board meetings upon request (evenings/weekends) Attend training programs and workshops as directed or approved (evenings/weekends) Maintain strict confidentiality of all clients, program, office, and corporate information

Reception

Receive and direct incoming telephone calls and record call statistics Welcome and direct clients and visitors in a warm and professional manner Receive, date, record, and distribute incoming mail, process outgoing mail Maintain a clean and organized reception area and boardroom

Information & Client Support

Maintain an inventory of program and client information materials Provide general information, assistance, and support to clients Assist clients with faxing, photocopying, scanning, and laminating Schedule client appointments and training sessions Assist with preparation of client training materials

Training Support

Assist with scheduling client training sessions Support marketing and coordination of small business training programs

Office Support

Schedule use of the boardroom Maintain office and client filing systems Photocopy correspondence, reports, and other documents Maintain office equipment and coordinate service and repairs Order office supplies and forms with General Manager approval Provide general administrative support to the office Assist with preparation and distribution of Board meeting agendas Upload Board agendas and materials to the Community Futures Sun Country website (member login) Maintain and update the company website, including the member login section Assist with research, data compilation, and statistics Maintain and update the phone system as required

Marketing & Communications

Compile and post content for social media platforms (Facebook, Instagram, Twitter/X, and LinkedIn) Create posters and promotional materials for events

Workplace Policies and Agreements

The successful candidate will be required to sign a confidentiality agreement and adhere to the Community Futures Sun Country Conflict of Interest Policy.

Evaluation and Review

Performance evaluations are conducted annually. Community Futures Sun Country supports opportunities for professional development and advancement.

Working Conditions

Hours of Work

Part-time position (7 hours per day), 3 days per week, 8:00 a.m. to 4:00 p.m., with a one-hour unpaid lunch break from 12:00 p.m. to 1:00 p.m.

Overtime Expectations

Occasional evening and weekend work may be required for meetings or training. Time off in lieu will be provided.

Work Environment

This role is based in a small office environment with a team of three staff members. The office operates under a business casual dress code. As part of a small team, light physical duties may be required, including tasks such as changing light bulbs, watering indoor and outdoor plants, light cleaning (e.g., sweeping), and general upkeep.

Travel Requirements

Travel is not typically required. If travel is necessary, the employee will be reimbursed.

Special Conditions

Availability to work occasional evenings or weekends is required.

Compensation and Benefits

Wage:

$20-$22 per hour, depending on experience

Benefits:

Full benefits, RRSP matching, and paid holidays Benefits begin after successful completion of a three-month probationary period
Job Type: Part-time

Pay: $20.00-$22.00 per hour

Expected hours: 21 per week

Benefits:

Dental care Extended health care Paid time off RRSP match
Work Location: In person