Community Host - Part Time

About The Link:
Youth and Family Supports

For more than 90 years, The Link has helped youth and families on a journey to healing, hope, and better lives. The organization is dedicated to walking alongside children, youth, and families as an inclusive community, strengthening and empowering a sense of being, pride, and purpose. With over 15 diverse programs, The Link has a community of caring staff that work together to provide support through a 24-hour crisis line, youth resource centers, emergency shelters, mobile crisis teams, specialized foster care, healing homes, job readiness supports, and Skills4

Life. With a strong foundation within the community and a focus on connection, unity, and compassion, the organization provides a vital link for youth and families in the province of Manitoba.

Part-Time

SUMMARY: The Community Host is responsible for welcoming visitors and continuously promoting a community of understanding of the organization’s vision, mission, objectives, policies, programs, and services. Directs appropriately and provides administrative support to the agency. Duties are performed in a team environment that focuses on establishing collaborative and trusting relationships and culturally competent services with a focus on our youth and families.

• Operates a central switchboard; answers, screens, and directs incoming telephone calls;
• Responds to inquiries, acts on requests, or refers clients and visitors to the appropriate staff;
• Provides information to staff and visitors regarding the various programs and services offered;
• Sorts and distributes mail, and coordinates outgoing courier deliveries in a timely and accurate manner;
  Completes routine copying, scanning, faxing, mailing, and distributing materials;
• Monitors and distributes faxes. Ensures fax machines and photocopiers in the office are operating effectively and that supplies are ordered. Places service calls when required;
• Maintains and updates the internal agency phone directory, phone system, and email groups;
• Manages sign-in/out log for office equipment such as laptops and projectors;
• Responsible for postage meter;
• Tracks and orders office supplies, including kitchen and bathroom supplies;
• Produces photo IDs for staff and maintains the database;
• Compiles month-end copier and postage totals for accounting;
• Gathers monthly odometer readings for agency vehicles;
• Maintains and updates agency internal websites;
• Assists programs with new employee setup;
• Schedules, coordinates and sets up meetings, conferences, and special events;
• Prepares meeting materials and arranges catering when required;
• Ensures the timely flow of information to internal and external clients;
• Prepares, formats, and updates documents including correspondence, presentations, reports, memos, and emails with a high level of accuracy and attention to detail;
• Maintains the filing system of confidential information including record‑keeping and tracking information;
• Creates and maintains a position or desk reference manual;
• Coordinates in‑kind donations and tickets received and distribute accordingly;
• Contributes to cost savings for the organization and basic accounting duties;
• Provides administrative support for special projects as requested;
• Adheres to the established agency Policies, Procedures, and Standards;
• Participates in cross‑training of other administrative positions as required;
• Other duties as assigned to help maximize efficient use of the organization and/or Management’s time.

• Post‑secondary training in a relevant field, a combination of education and experience may be considered.
• Experience working in social services and knowledge of community resources.
• Knowledge of the Truth and Reconciliation Commission of Canada’s Calls to Action.
• Minimum of one (1) year of experience in an administrative or customer service role.
• Experience using a multi‑line phone system.
• Intermediate computer proficiency:
  Microsoft Office (Word, Excel, Access, Outlook, etc.).
• Ability to use office equipment such as a printer, photocopier, fax, computer, etc.
• Training in telephone etiquette and customer…