WFCSS - Employment Opportunity
TITLE: Program Assistant
START DATE: September 4, 2024
STARTING WAGE: $18-$20 per hour
EMPLOYMENT TYPE: Part-time - 20 hours per week - evenings and weekends will be required at times.
APPLY TO: [email protected] – please include your resume in word or PDF format. Only applicants considered will be contacted for an interview. No phone calls please.
Reporting to the Chief Administrative Officer, the Program Assistant is responsible for the following:
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.
GENERAL ADMINISTRATION:
INFORMATION TECHNOLOGY:
Computers:
HOME SUPPORT:
INFORMATION DISTRIBUTION:
MEETINGS:
EMERGENCY MANAGEMENT
OUTCOME MEASURES:
Participate in the following programs as needed:
Other related duties that may arise but are not listed here
QUALIFICATIONS:
TITLE: Program Assistant
START DATE: September 4, 2024
STARTING WAGE: $18-$20 per hour
EMPLOYMENT TYPE: Part-time - 20 hours per week - evenings and weekends will be required at times.
APPLY TO: [email protected] – please include your resume in word or PDF format. Only applicants considered will be contacted for an interview. No phone calls please.
Reporting to the Chief Administrative Officer, the Program Assistant is responsible for the following:
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.
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 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
- Monitor and maintain social media accounts
- Update website as information changes/becomes available
- Coordinate new computer programs for staff
- Create flyers and posters for upcoming events
- 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:
- 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
- Fill available role(s) as needed in Reception Centre organization
- Ensure effective communication between reception centre 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
Participate in the following programs as needed:
- Meals on Wheels
- Good Food Box
- CVITP
- Women’s Conference
- Senior Power Conference
- Community Fee Assistance
- County Coats
- 5 for Life – Book Sale
- Interagency
- Collective Cooking
Other related duties that may arise but are not listed here
- Training is provided on an as needed basis.
QUALIFICATIONS:
- Ability to interact with others
- Good written and verbal communication skills
- Well organized; able to multi-task
- Excellent computer skills