Administrative Assistant

Employment Type : Full time, Schedule : Monday to Friday from 8 : 30 a.m. to 4 : 30 p.m., Reporting to : Housing Manager, City : Grande Prairie, Number of Positions to Fill : 1, RFR # : 1870

With the supervision of the Housing Manager, the Administrative Assistant will perform a variety of tasks for the Housing Manager and team to support programming. The Administrative Assistant is required to both take direction and use initiative to support the achievement of the program’s goals and objectives in a professional manner. This role also provides administrative support to the Housing Department and maintains effective communication with service and program areas external to the Housing Team and within The Mustard Seed.

DUTIES AND RESPONSIBILITIES :

• Perform clerical and administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Housing Manager or specific programs
• Work collaboratively with other non-profit agencies, donors, volunteers, and cross‑departmentally as directed
• Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks
• Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
• Ensure operational policies and procedures are accurate and up to date
• Coordinate accounts payable, credit card transactions, rent, donations, and other monetary transactions as needed
• Coordinate and organize activities related to specified programming to support ongoing services
• Track and report on Housing grants / funding as required
• Prepare weekly, monthly, quarterly, update KPI’s as directed by manager
• Assist in data collection and research for current or future program development
• Order and manage office supplies
• Coordinate and monitor time off requests for supervisors and managers within programming
• Coordinate and organize department and leadership meetings as required
• Prepare meeting agendas, record and distribute meeting minutes, and maintain organized files of same as required
• Complete internal and external correspondence, legal documents, form letters and other documents, and distribute as directed
• Develop and maintain effective working relationships between programming departments within the Mustard Seed.
• Support residents as required
• Adhere to all Health and Safety and HR policies and procedures
• Complete incident reports as required
• Other duties as assigned

MINIMUM QUALIFICATIONS AND SKILLS :

WORKING CONDITIONS :

ADDITIONAL REQUIREMENTS :

This position requires the use of a personal vehicle for company use and a company vehicle. The candidate must have a valid driver’s licence, maintain $2M Vehicle Liability insurance on the vehicle being used and will need to consent to a driver’s abstract request.

COMPENSATION & BENEFITS :

The Mustard Seed offers a competitive compensation package including 100% employer‑paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.

NOTE :

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