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:
INFORMATION TECHNOLOGY:
Computers:
HOME SUPPORT:
INFORMATION DISTRIBUTION:
MEETINGS:
EMERGENCY MANAGEMENT
OUTCOME MEASURES:
QUALIFICATIONS:
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
- Maintain, monitor and troubleshoot phone system
- Liaise with communications consultants as needed
- Update phone lists and contact information for all related programs
- 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