Piikani Child and Family Services- Administrator

Job Description

Piikani Child and Family Services is seeking two Administrators to work at our Brocket location. This role involves greeting visitors and directing them to the appropriate locations, enhancing the client experience, and managing incoming communications through phone calls, mail, and deliveries.

Administrative duties such as filing, photocopying, and maintaining cleanliness in common areas are integral to the position.

Additionally, the Receptionist / Administrator supports the team through administrative tasks, including schedule management, travel arrangements, meeting coordination, data entry, and the maintenance of both physical and digital records.

This role also entails managing office supplies, assisting in event preparation, handling basic financial tasks, ensuring the functionality of office equipment, and completing various errands as needed.

WORKING CONDITIONS :

This is a full-time, one-year contract position with the possibility of an extension based on performance evaluation, operational needs and funding availability.

Hours of work will be 8 : 00am-4 : 00pm Monday through Friday. This job will work in our Brocket office, travel to our Lethbridge office may occasionally be required.

The hourly wage of this position will be $20. A benefits package is available after a successful probation period of 90 days.

JOB DUTIES / RESPONSIBILITIES :

• Greet and welcome visitors as soon as they arrive at the office, ensuring a positive first impression.
• Direct visitors to the appropriate person and office, enhancing client experience and company efficiency.
• Answer, screen, and forward incoming phone calls while providing basic information when needed.
• Maintain office security by following safety procedures and controlling access via the reception desk. This includes the opening and closing of the office daily.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
• Handle daily mail and deliveries, including sorting and distribution to the appropriate recipients.
• Maintain cleanliness and orderliness of the office.
• Provide general support to clients, visitors and employees, including administrative and logistical assistance.
• Manage and maintain schedules, including arranging appointments, meetings, and travel arrangements. Coordinate and schedule meetings, conference calls, and other events as needed.
• Perform data entry tasks, maintain and update databases, and keep records organized and easily accessible. This may involve creating and managing spreadsheets and other documentation.
• Organize and maintain physical and digital files, ensuring that documents are properly filed and easily retrievable. Ensuring the security and confidentiality of sensitive information.
• Order office supplies, equipment, and inventory. Coordinating maintenance and upkeep if necessary.
• Provide assistance in organizing and preparing materials for meetings and events. This may include preparing agendas, taking meeting minutes, and coordinating logistics.
• Assist with basic financial tasks such as submitting invoices, expense reports, and reimbursements. Liaise with the finance department and ensure that financial records are accurate and up to date.
• Responsible for completing errands when requested, example; pick up supplies or lunch for meetings.
• Ensure the office is properly closed and locked each day.
• Ensure printers and other IT items are working properly.
• Perform other administrative tasks as needed, which may include assisting with special projects, conducting research, and providing support to other team members as required.

QUALIFICATIONS / REQUIREMENTS :

• High school diploma or equivalent.
• Experience in administration, reception or a related position.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize tasks in a fast-paced environment
• Excellent verbal and written communication skills.
• Attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Clean Criminal Record check.
• Valid Driver’s license.

Requirements