Job Description

Smithers Community Services Association is a non-profit organization that believes in raising the bar on what it means to do a good job. As a member of the Smithers Community Services team, you are fully engaged in your work, you take personal responsibility for your experience with the Association, you are a professional who operates from a place of ethics and integrity and you are prepared to evolve, change and grow as a result of working here. PROGRAM: Administration POSITION: Receptionist (3-4 days per week) PROGRAM SUMMARY: The Administration team provides support for all programs and services offered through Smithers Community Services Association. POSITION SUMMARY: The Receptionist / Administrative Assistant performs reception duties for Smithers Community Services Association, and assists the Executive Director, Program Managers and Board as required. REPORTING RELATIONSHIPS: Reports To: Bookkeeper Direct Reports: None PRIMARY FUNCTIONS:

• Create a welcoming environment for visitors
• Respond to inquiries in person and over the telephone.
• Dispatch Smithers & District Transit calls.
• Process mail and email.
• Provide administrative support to Executive Director, board and staff as required.
• Maintain personnel files; assemble orientation packages for new staff members, maintain staff directory, and record training requirements.
• Review and update internal documents to ensure consistency.
• Attend board meetings, take minutes, and maintain board documents.
• Manage the Association web site.
• Publish brochures, business cards, and annual AGM report.
• Maintain door and alarm codes for all staff.
• Provide back up support and vacation coverage to the administrative team.

SECONDARY FUNCTIONS:

• Attend internal SCSA meetings, take, and circulate minutes if required.
• Ensure the security of the facility, i.e. doors and reception filing cabinet locked, lights and equipment turned off each day. Report security concerns to the Bookkeeper or Executive Director.
• Keep track of staff whereabouts during working hours; particularly absent, out of the office, or working alone. Report concerns to the Bookkeeper or Executive Director.
• Ensure reception, photocopy, and kitchen areas are tidy; shredder emptied, pamphlet display updated, bulletin board maintained.
• Ensure kitchen, office and cleaning supplies are kept stocked. Order supplies when needed.
• Wash kitchen towels and cloths as needed.
• Ensure walkways are clear of snow and ice in the winter, water hanging baskets in summer.
• Maintain SCSA Scrapbook and Photo Tree.
• Reports all reception–related Critical Incidents to the Bookkeeper or Executive Director.
• Performs other related duties, as required.

QUALIFICATIONS: Education

• Grade 12 graduation and a minimum of two years experience in a similar position or a combination of relevant training and experience.
  • Related training includes
    • office administration
    • business management
  
  

Knowledge and Experience

• Competently operate a variety of office equipment.
• Sound knowledge of Office 2007 and Windows operating systems.
• Sound knowledge of social media
• Be familiar with Social Service programs within the community.
• Maintains current certification in Occupational First Aid and Non-Violent Crisis Intervention.

Skills and Abilities

• Self directed and works well independently and as part of a team.
• Possesses excellent written and verbal communication skills.
• Demonstrates attention to detail and excellent editing / proofreading skills.
• Intermediate Level 2 technical skills required
• Motivated, well organized and detail orientated person with the ability to prioritize. Works well with continuous interruptions
• Demonstrated ability to interact positively with SCSA board, staff, clients and the public in person and over the telephone.

Working Conditions

• Regularly scheduled hours of work between Monday and Friday (3 or 4 days per week)
• Office environment with routine office procedures

Personal Qualities
The team members at Smithers Community Services Association possess similar personal characteristics while at the same time are encouraged to bring their diverse thoughts, opinions and styles to their work. We highly value our team members and support each person to be successful in their role. Individuals who possess the following qualities are the best fit in our organization.
You are:

• Grounded in a people-first approach, working diligently to achieve the goals and objectives of the clients and the organization
• Open, self-aware and authentic with a desire to nurture this in others
• A strategic, critical thinker, accountable for your actions, modeling personal responsibility and initiative in your decision-making
• Flexible in your style, take pride in your work and contribute with the whole team in mind
• Focused on genuine dialogue that is collaborative and straight-forward with an insatiable curiosity about the people and the community you serve
• Collaborative, proactive and solution-focused in your approach, with the intent to find win/win solutions

ADDITIONAL REQUIREMENTS:

• Be familiar with and adhere to the philosophy, policies and procedures of the Association.
• Represent the Association positively and professionally at all times.
• Understand and be committed to terms of confidentiality, and sign a pledge of confidentiality.

• Undergo a Criminal Record Search as and when required by the Association

• Actively participate in regular performance evaluations.

REVISED DATE: July 2022