Administrative Support II

Catholic Social Services is currently seeking a full-time (40 hours/week), Administrative Support II in Red Deer to join our team. Providing excellent client-centered care, you are confident, thoughtful, and motivated to achieve success when supporting others in your community.

The Administrative Support ll is primarily responsible for reception and administrative support duties for the Agency programs, which may involve incoming telephone and walk-in inquiries that need to be handled with tact and sensitivity. The position also involves considerable support activities including data entry, general filing, and assisting with special projects.

The Administrative Support II is also responsible for handling and filing of confidential client information as needed, archiving closed client files, processing mail/deliveries, liaising with programs and professionals internal and external to CSS, and other general office duties.

Reception:

• Welcomes clients/guests by greeting them, in person or on the telephone; answering or directing inquiries
• Presents as a positive and professional role model and ambassador for the Agency in interactions with clients, stakeholders, and the public.
• Maintains an efficient, tidy, and smoothly running office environment
• Manages phone line functions: transferring messages to voicemail
• Takes/forwards messages from co-workers, clients, and visitors
• Organizes, processes, and distributes correspondences and packages going out from, or coming in to, our offices
• Ensures that all security doors are locked at the end of the day
• Keeps track of employees/visitors in building via sign‑in/out list
• Processes payments from people we serve as needed
• Performs other office reception duties as required

Administrative:

• Provides general office and administrative support to our programs
• Ensures that all administrative staff paperwork is present and up-to-date (i.e., sign-in sheets, phone lists, memos, etc.)
• Keeps notice board current by removing old postings and replacing with approved up-to-date ones
• Applies correct postage using Postage Meter, as needed
• Addresses and distributes interoffice and Canada Post mail and packages (notifies employees and/or scans digital copies of mail to employees when necessary)
• Arranges for mail and courier pick-up as needed
• Records and distributes cheques to employees
• Monitors the Fax email and forwards faxes through email to the applicable employees
• Helps with special projects as assigned by the direct supervisor or designate
• Assists the Service in providing support to other Programs as assigned by the appropriate Director/Manager

Building and Office Equipment Maintenance:

• Monitors the use of office and kitchen supplies and advises the direct supervisor or designate when there is a need to reorder stock
• Monitors operation of dishwasher and helps keep kitchens, meeting rooms and public areas tidy
• Notifies direct supervisor or designate if building maintenance is required
• Reports any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate
• Reports any computer or phone problems to the CSS Helpdesk

File / Record Management:

• Respects and protects all sensitive and confidential information
• Files information in program files, as needed
• Enters closed files in the Record Management spreadsheets
• Maintains a log of all files going in and out of the Program file archive, including keeping track of whose file is being checked in/out and who has signed the file in/out
• Places files in and retrieves files from the Service file archive
• Assists in maintenance of the Service file archive, as assigned by immediate supervisor or designate

General:

• Facilitates and provides a welcoming, hospitable, and safe environment for our clients and employees
• Maintains appropriate personal boundaries with others
• Communicates effectively and respectfully in a professional and confidential manner with all Agency employees, and internal and external stakeholders
• Attends and actively participates in scheduled team meetings. Supports team initiatives and helps to identify problems and suggest solutions
• Reports incidents to the immediate supervisor or…