Community Host - 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.

PRIMARY DUTIES AND RESPONSIBILITIESof the Community Host include, but are not limited to:

• 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.
  

EDUCATION (DEGREE/DIPLOMA/CERTIFICATE), SPECIALIZED TRAINING AND EXPERIENCE:

• 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 service is desirable.
• Knowledge of Indigenous culture and language would be an asset.
• Commitment to ongoing training opportunities.

CONDITION OF EMPLOYMENT:

• Satisfactory Criminal Record Check with Vulnerable Sector Search, a clear Child Abuse Registry check with acceptable Prior Contact checks, and a clear Adult Abuse Registry check, all done within the last 3 months.
• Must work evenings and Saturdays as needed.

Accommodations are available for applicants with disabilities upon request. If you are contacted by The Link regarding a job opportunity, please know that you are welcome to request accommodation at any point in the process. All information received regarding accommodations will be kept confidential. **The Link is committed to the health and safety of its employees, the people we serve, stakeholders, and the community. The Link requires proof of full vaccination against COVID-19, in a manner that is approved by Health Canada, as a condition of employment. (Accommodations will be made for those who are exempt from receiving the vaccine due to legitimate, established reasons in accordance with The Human Rights Code of Manitoba. In these cases, appropriate supporting documentation will be required.) ** HOURS OF WORK:? · Part-Time (Permanent) with 42 hours bi-weekly, typically Wed – Fri from 9am – 5pm plus a requirement to work evenings to 7pm and Saturdays (10am – 3pm) for holiday coverage as needed.