Wheatland Family & Community Support Services
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  • CONTACT US
  • HOME
  • ABOUT
    • HISTORY
    • FCSS STORY
    • INFORMATION
  • Community Contacts
  • COMPASS FOR THE CAREGIVER
  • COUNTY COATS
    • Children's Winter Coats/Boots
    • Women's Winter Coats
  • EMERGENCY PREPAREDNESS
  • GOOD FOOD BOX
  • HOME SUPPORT
  • INCOME TAX PROGRAM
  • INDIRECT FUNDING
    • 2022 PROGRAMS
    • 2021 PROGRAMS
    • 2020 PROGRAMS
    • 2019 PROGRAMS
    • 2018 PROGRAMS
    • 2017 PROGRAMS
  • INTERAGENCY
    • ABOUT INTERAGENCY
  • KEEP IN TOUCH (KIT)
  • LUNCH 'N' LEARN
  • MEALS ON WHEELS
  • MENTAL HEALTH RESOURCES
  • PARTNERSHIPS
  • TEMPLOYMENT
  • TOOLS FOR SCHOOL
  • TESTIMONIALS
  • VOLUNTEERING
  • WFCSS BOARD
    • MINUTES 2017
    • MINUTES 2018
    • MINUTES 2019
    • MINUTES 2020
    • MINUTES 2021
    • MINUTES 2022
  • WOMEN'S CONFERENCE
  • CONTACT US
Wheatland Family & Community Support Services
  WFCSS - Employment Opportunity
 
 
TITLE:     Program Assistant
START DATE:   June 20, 2022
EMPLOYMENT TYPE: Full-time 35 hours per week 
APPLY TO:   wfcssinfo@gmail.com – please include your resume in word or PDF format. Only applicants considered will be contacted for an interview. No phone calls please.
 
 
JOB PURPOSE:   The Program Assistant is Wheatland FCSS’s first impression when a visitor or employee enters the premises.  As such, she/he is required to have an outgoing friendly personality as well as being able to demonstrate excellent organizational skills while answering a high volume of calls and emails in a busy environment.  Additional duties are listed below.

 POSITION DUTIES AND RESPONSIBILITIES:
  
GENERAL ADMINISTRATION:
  • Handle all typing, proofing, filing, faxing and photocopying functions for the Chief Administrative Officer, Home Support Services, and all pertinent community development programs or workshops.
  • Provide office support required for seniors – faxing, copying, laminating, etc.
  • Coordinate advertising for office, Board, and community outreach programs as required
  • Keep daily and monthly statistics for the office as required for outcome measures reporting
  • Reception:  direct calls, take messages, answer/refer client inquiries (telephone), screen visits and assist or refer as required
  • Order all office supplies, stationery, computer supplies and minor furnishings, and kitchen supplies as required
  • Process outgoing/incoming mail daily
  • Receipt all payments/donations
  • Catering:  prepare coffee and food as required for all meetings
  • Arrange for courier as necessary
  • Keep storage room organized and orderly
  • Maintain reception and coffee areas, ensuring that both are clean and tidy before leaving at the end of the day

INFORMATION TECHNOLOGY:
 
Computers:
  • Maintain, monitor and troubleshoot computers and related equipment
  • Maintain website and keep information current
  • Liaise with technician regarding the network system
  • Organize/learn related software and provide assistance to office staff
  • Coordinate new computer programs for staff
Telephones:
  • Maintain, monitor and troubleshoot phone system
  • Liaise with communications consultants as needed
  • Update phone lists and contact information for all related programs
Photocopying:
  • Maintain, monitor and troubleshoot photocopying system  

HOME  SUPPORT:
  • Enter appropriate client information and activity from field staff into database as required
  • Prepare envelopes, and client billing statements for mailing of Home Support invoices
  • Receipt incoming client payments
 
INFORMATION  DISTRIBUTION:
  • Order and maintain supply of information booklets and forms and keep bulletin boards and displays current
  • Assist clients in completing forms when needed, assist with phone calls, etc.
  • Assist clients with simple income tax preparation as per the Canadian Volunteer Income Tax Program
  • Maintain filing and material storage system
  • Provide other necessary support duties ie. Gathering information
  • Refer clients to appropriate agency

MEETINGS:
  • Maintain meeting room calendars and inform all involved of schedules and changes.
  • Attend meetings as required, on and off site, when Chief Administrative Officer is unable to attend
  • Book and monitor meeting rooms as required for various meetings, on and off site
  • Facilitate workshops/group sessions as required
  • Plan, prepare and set up/take down items for workshops/conferences
 
EMERGENCY MANAGEMENT
  • Act as back up to ESS Branch Director for required shifts in event untoward incident deems opening of Emergency Coordination Centre
    • Ensure effective communication between reception centre(s) and ECC
    • Coordinate overall resource allocation and procurement as required
    • Disseminate information from/to ECC to/from Reception Centre(s)
 
OUTCOME  MEASURES:
  • Work with Chief Administrative Officer to gather statistics for annual reporting of outcomes
  • Work with Chief Administrative Officer to prepare/review program logic models for new programming
  • Ensure grant applications and year end reports for all programs are submitted and filed
 
 
QUALIFICATIONS:
  • Ability to interact with others
  • Good team player
  • Good written and verbal communication skills
  • Well organized;  able to multi-task - IMPORTANT
  • Excellent computer and media skills
  • Must be able to lift up to 50lbs 
  • Preference given to residents of Wheatland County
  • Previous income tax experience an asset but not a requirement
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