Receptionist

salvationarmyca; Grande Prairie; On-site; CAD 41,000 - 54,000; Full time

Job summary

The Salvation Army Grande Prairie is seeking a Receptionist to provide a welcoming, professional environment for clients. You will support reception, scheduling, admin tasks, and office equipment handling to aid program delivery and ministry at the Community & Family Services location.

Responsibilities include greeting visitors, handling inquiries, managing mail, coordinating meetings, and assisting with intake tasks while upholding confidentiality and organizational standards.

Qualifications

• Completion of a High School diploma is required.
• Post-secondary certificate program and/or specialized courses.
• Proficiency in Microsoft Office products.

Responsibilities

• Greet visitors and respond to inquiries in a professional manner.
• Answer and direct phone calls, emails, and messages.
• Maintain organized filing systems and process correspondence.
• Schedule meetings, prepare agendas, take minutes as needed.
• Provide back-up support to Intake Worker with client intakes.

Skills

Integrity

Confidentiality

Interpersonal skills

Written and verbal comms

Education

High School diploma

Post-secondary certificate / courses

Tools

Microsoft Office

Job description

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description

Position Purpose summaryThe Receptionist provides a welcoming and professional environment for clients and the public who are seeking assistance and information relating to the Grande Prairie Community & Family Services. This position supports the effective and efficient delivery of programs and ministry through reception, scheduling, administrative support, special events and office equipment and procedures.

Responsibilities

Administration

• Perform general office duties such as answering and directing phone and other inquiries; check/action emails; greet and escort visitors; file documents electronically or manually; photocopy/distribute materials; send/receive fax/email material as requested; resolves routine inquiries.
• Handles and ensures the protection of extremely confidential and sensitive employee/officer/client and/or program files. Maintains an efficient filing system.
• Builds and maintains databases (e.g., employee/volunteer information, contact lists, inventory, hours worked and statistics in Link 2 Feed.)
• Draft and type correspondence (i.e., letters, dictation, acknowledgements)
• Draft and prepare presentations, brochures, fliers, advertisements for social media (e.g., Facebook, Instagram, Radio stations and TSA Grande Prairie website).
• Schedule meetings, prepare agendas, take minutes; type and circulate minutes
• Distribute incoming mail to appropriate persons. Process outgoing mail.
• Order stationery supplies and maintain adequate inventory of office and other supplies as needed. Arrange for maintenance of office equipment.
• Prepares hampers for Intake Worker to distribute to clients
• Provides back-up support to Intake Worker as needed with client intakes and URIKA assessments with Pathway of Hope participants
• Regularly involved in the distribution of client hampers which involves applying average force of up to 20 pounds alone or up to 45 pounds with co-worker assistance
• Provide support to the Christmas Assistance Program (e.g., Christmas applications, hamper distribution, toy distribution)

Finance

• Accepts monetary donations and prepares temporary receipts
• Maintains gift card logs during Christmas
• Perform other position-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

• Governance Boards and Councils: None
• Internal:
• Corps officer(s), staff, volunteers
• External:
• Vendors/suppliers, clients, donors, community

MANAGERIAL/Technical Leadership RESPONSIBILITY

Reports directly to Community Family Services Manager or designate

FINANCIAL AND MATERIALS MANAGEMENT

• Accepting monetary donations, writing temporary receipts, gift card logs
• Maintains a supply inventory in office supplies
• The incumbent has no input into the annual budget

WORKING CONDITIONS

• Working environment is typically in the office in generally agreeable conditions.
• Moderate physical effort/dexterity and range of motion.
• May sit at a computer for varied periods of time
• Schedule may vary according to requirements of responsibilities - some weekend and evening work may be required.
• Regular duties involve applying average force of up to 20 pounds alone or up to 45 pounds with co-worker assistance
• Some travel required - banking, post office, administrative-related errands
• The above responsibilities must be performed in keeping with The Salvation Army's Mission, Vision and Values, in a professional manner, upholding our code of conduct.

Education and Experience Qualifications

Education, Qualifications and Certifications

• Completion of a High School diploma
• Completion of formal post-secondary /college certificate program and/or specialized courses or certification

Experience and Skilled Knowledge

• Minimum of two (2) years of prior related experience including administrative/secretarial experience.
• Proficiency in all Microsoft Office products
• Experience dealing with office equipment and tools.
• Alternative combinations of education and experience may be considered.

Skills and Capabilities

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Sound interpersonal, written and verbal communication skill