Catholic Social Services is currently seeking a Contract part-time 32 hours per week, Administrative Support II in EDMONTON to join Community Outreach & Disability Service. Providing excellent client-centered care, you are confident, thoughtful, and motivated to achieve success when supporting others in your community. The contract will end on December 1, 2025, with the possibility of extension.

SUMMARY

This position will primarily be responsible for reception and administrative support duties for the Gianna Centre, which involves processing telephone, text, email, and walk-in inquiries that need to be handled in a timely manner with sensitivity and professionalism. The position also involves considerable support activities including volunteer coordination, data entry, file creation /maintenance, and statistical reporting.

The Administrative Assistant also will be responsible for performing appointment reminders, handling and filing confidential personal information as needed, processing mail/deliveries, placing equipment and supply orders, processing client intake and screening as needed, connecting clients and volunteers to community partners and resources relative to Gianna Centre, liaising with programs and professionals internal and external to CSS, and other general office duties as assigned.

JOB DUTIES

Primary job duties may include but are not limited to:
Reception:

• Begin every shift by checking telephone and cell phone messages, then emails and reply to all correspondence promptly. Check the daily calendar of events to become familiar and prepared for the day ahead.
• Ensure that reminders have gone out for the day’s appointment bookings and that new reminders are created for the next day’s appointments.
• Unlock the client file drawer.
• Unlock all supply and program rooms every morning and securely re- lock rooms containing merchandise at the end of each shift and turn off all lights.
• Welcome people we serve, volunteers and guests by greeting and directing them, in person over the telephone or electronically; answering inquiries appropriately.
• Prepare a small stock of intake packages with two parts for all new clients:

Part A –Client forms, Part B- Screening, Consents, Agreement forms to be used during a client’s first visit.

• Maintain an efficient, tidy, and smoothly running office environment.
• Perform office reception duties and schedule appointments and provide appointment cards for people we serve.
• Manage phone line functions: transferring messages to voice mail or other offices.
• Take/forward messages from co-workers, people we serve, and visitors.
• Organize, process, and distribute correspondence and out-going packages to and from our ministry offices.
• As needed, provide resource information and refer inquirers to other departments within the agency or other programs for service.
• Follow all working alone safely protocols outlined for the Gianna Centre including locking the front door if alone in the building at any time.

Administrative (in conjunction with Admin/Marketing Specialist and Program Coordinator):

• Provide general office and administrative support to our volunteers, clients and other agency ministries.
• Enter client information including outcomes and survey data into ShareVision and/or other databases as required.
• Assist in the tracking, entering, and reporting of data relating to the Ministry and/ or statistical reporting as required.
• Ensure that all administrative staff paperwork is present and up-to-date (i.e. sign-in sheets, staff and volunteer contact information lists, data sheets, emergency preparedness protocols etc).
• Keep notice board (including social media) current by removing old postings as required and replacing with approved up-to-date ones.
• Apply correct postage.
• Address and distribute interoffice and Canada Post mail and packages.
• Arrange for mail and courier pick-up as needed.
• Handle petty cash, operate point-of-sale equipment, and communicate with Accounting or other administrative support staff of the Ministry, as assigned by the immediate supervisor or designate.
• Monitor use of office & kitchen supplies reorder stock once approval is given.
• Assist in providing support to other Ministries as assigned by the appropriate Director/Manager.
• Assist in new staff/volunteer/student orientations.
• Consistently review upcoming classes and ensure they are populated with clients according to their interest and need using Administrative time or volunteer support when applicable.

Office and Equipment Maintenance:

• In conjunction with volunteers and designated staff, clean, tidy and re-set the kitchen, and all supply/ program rooms after each and every use. Create signs and posters as needed to ensure easy reference for proper room use and cleaning procedures are followed and completed by responsible parties.
• Notify direct supervisor or designate if building maintenance is required outside so appropriate parties can be notified.
• Report any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate.
• Report any computer or phone problems to the CSS Helpdesk/DSI.

Confidentiality:

• Respect and protect all sensitive and confidential information, spoken or written.
• File information in Ministry files, as needed.
• Update Ministry file indexes, as assigned by immediate supervisor or designate.
• Prepare initial paperwork for people whom we serve, as assigned by the immediate supervisor or designate.
• Maintain a log of all files going in and out of the Ministry file archive, including whose file is being checked in/out and who has signed the file in/out.
• Place files in and retrieve files from the Ministry file archive.
• Assist in maintenance of the Ministry file archive, as assigned by immediate supervisor or designate.

General:

• Demonstrate a keen ability to prioritize work flow according to the unique and changing needs of the Ministry and/or the Director/ Manager’s/ instructions.
• Facilitate and provide a welcoming, hospitable, and safe environment for people under our care in keeping with Catholic faith, values, and social teachings.
• Maintain appropriate personal boundaries with others.
• Communicate accurately and professionally with all staff and people whom we serve and with people from outside agencies.
• Attend regular team meetings as required.
• Report incidents to the immediate supervisor or designate.
• Maintain current knowledge of Agency policies and procedures, as well as relevant legislation, regulations, practice standards, and practice guidelines.
• Direct all media or similar inquiries to the immediate supervisor.
• Participate in team building activities and practices and contribute well to an effective team working environment.
• Provide information about agency Ministries and services through program pamphlets and brochures.
• Perform other duties as assigned.

What This Job Requires:

• Diploma in Office Administration or equivalent (Medical Office Administration preferred).
• Proficient in the use of Microsoft Office and databases.
• 2 years of experience in administrative office work or a combination of equivalent work and experience will be considered.
• Thorough understanding of values and guiding principles of the Catholic Church
• Demonstrated commitment to Catholic Social Services mission, vision and values.
• Excellent English language communication, collaboration, and interpersonal skills.
• A high degree of attention to detail, accountability, and accuracy.
• High degree of integrity and professionalism by being punctual, attentive, reliable, courteous, and responsive.
• A well-defined sense of diplomacy.
• Respectful of people’s diversity and the value of spirituality and religion in their lives.
• Able to provide professional service to others with discretion, maturity, compassion, empathy, and sensitivity.
• Outstanding phone, digital, and in-person etiquette and professional demeanour.
• Highly resourceful, flexible, and adaptive.
• Ability to remain calm and organized in a busy office environment.
• Manage sensitive and confidential information with integrity.
• Proficient working with computers, including work with Microsoft Office and other relevant computer applications/databases.
• Knowledge of and effective collaboration with internal and external stakeholders, professionals, and service providers
• Police Information Check including vulnerable sector search within six (6) months
• Intervention Record Check current within six (6) months

What We Offer:

• The annual compensation for this position ranges from $32,277.472 to $36,342.56 (32 hours/Week) and is based on qualifications and experience.
• Flexible benefit options when eligible.
• Work within a highly collaborative, team-oriented organization, where your ideas are heard, and you can see your impact daily.
• Growth Opportunities: apply and grow your skills within a dynamic, innovative and expanding Agency that is taking a leadership role in our industry.

About Catholic Social Services:
You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect.

With more than 60 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1900 staff, and hundreds of volunteers delivering 130+ programs throughout Central Alberta and Edmonton.

Our values are at the core of everything we do!

• Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
• Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
• Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

We thank all applicants. Only candidates selected for an interview will be contacted

We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, and people of faith or no faith.