Program Assistant- Part Time

Summary

Under the direction of the Supervisor, the Program Assistant is a key player in supporting program teams day-to-day. They are responsible for providing a variety of reception and clerical support; this includes telephone and reception duties and all manners of word processing, preparing correspondence, reports and maintaining files and related filing systems. The Program Assistant will work on several tasks and projects at once and provide support to different program teams as needed.

• Direct callers and provide information to clients, visitors and volunteers to the appropriate program or staff person; provide up-to-date information about the Society, and make referrals to other agencies if SHARE does not or cannot assist.
• Assist with intake and client/applicant tracking, checking program requirement documentation for accuracy and completeness.
• Provide clerical and administrative support to management and other program staff: arrange meetings, schedule appointments, book rooms for meetings, prepare agendas and supporting material for distribution, and take minutes at meetings as required.
• Perform word processing, data input and typing support to prepare correspondence, meeting minutes, forms, client/volunteer information, letters and memos.
• Enter data into databases and contact lists; maintain and update filing, inventory, mailing lists, registers and other records manually or using a computer.
• Use desktop software applications to generate spreadsheets, reports and other documents; compile data, produce reports and statistics, and undertake basic analysis to identify key findings.
• Maintain financial records such as petty cash fund, purchase orders, cheque requisitions; process incoming money and invoices as directed in program policies; document receipts and prepare bank deposits.
• Work with staff to design or adapt systems to improve efficiency and effectiveness, ensuring accurate record keeping and secure confidential files.
• Assist volunteers with service application intake, screening and data entry according to established guidelines and policies.
• Keep reception area, waiting room, therapy rooms and work areas clean and tidy to present a positive professional image, including cleaning therapy equipment and toys as needed.
• Open and/or close the program office as required.
• Process incoming/outgoing mail; forward incoming mail appropriately; stamp and mail outgoing mail; maintain postage supplies and request replenishments when needed.
• Ensure office equipment is in good working order and arrange for service and repair as required; maintain, organize and inventory program equipment and supplies.
• Assist in orienting casual program assistants.

• Education:
  
  Grade 12 or equivalent, plus related post‑secondary courses in office procedures.
• Experience:
  
  One (1) year recent related experience, or an equivalent combination of education, training and experience.

• Proficient with personal computers; knowledge of MS Office and database programs.
• Typing speed of 50 words per minute.
• Strong organizational skills; able to follow through on administrative procedures and use time effectively.
• Able to work independently, prioritize tasks, and use initiative.
• Excellent interpersonal skills, telephone reception skills and professional manners.

SHARE recognizes the systemic discrimination that Black, Indigenous, Persons of Colour and many other groups have historically experienced, and continue to face in our society, and in our community. SHARE is committed to being an inclusive, welcoming and unbiased employer and service provider. Further, we are encouraging members of these communities to apply for this position. Please feel free to let us know if you carry any of these identities.