Program Support/Receptionist Jobs

Internal/External Posting

Job Title: Program Support/Receptionist

Department: Employment Services

Reports to: Administrative Coordinator

Terms of Employment: Full-time/term (September 11, 2023 - March 31, 2024)

Closing Date: August 25, 2023 - 4:00 pm

Mission Statement

The Regina Open Door Society (RODS) is a non-profit organization that provides settlement and integration services to refugees and immigrants in Regina. RODS is committed to meeting the needs of newcomers by offering programs and services to enable them to achieve their goals and participate fully in the larger community.

Position Summary

This position's primary responsibility is to provide reception, administrative/clerical, and finance-related support for the provision of services offered through the RODS Employment Services. The Program Support is the center of all departmental activity and first point of contact for newcomer clients seeking assistance in finding employment and/or enhancing their employability skills.

The position requires strong customer service, communication, budgeting and problem-solving skills including the ability to respond independently to constant challenges and changes while maintaining discretion and professionalism at all times. In order to provide effective and efficient services, it is expected that the Program Support works in collaboration with other team members to ensure a smooth workflow.

Requirements

• Strong financial literacy with experience in managing and maintaining budgets
• High School Diploma and post-secondary education in Office Administration
• Excellent telephone and email etiquettes
• Able to handle sensitive and confidential information appropriately and with discretion
• Attention to detail, ability to multitask in a fast-paced environment with competing priorities, and tight deadlines
• Strong technological skills; proficiency in using the MS Office Suite and databases; advance knowledge of Excel is preferable.
• Well-developed interpersonal and relationship-building skills; ability to establish rapport and excellent communication with staff, clients, and employers
• Exceptional customer service, task organization and time management skills
• Proficiency in using office technology and equipment, including voice messaging systems, fax machines, photocopiers, printers, scanners, computers, etc.
• Well-versed with online platform tools such as Microsoft Teams, Zoom
• Advanced communication skills, both verbal and written
• Minimum 3 years of experience providing administrative services in an office setting

Competencies

• Client Focus: striving for high client satisfaction, going out of your way to be helpful and pleasant, making it as easy as possible for the client
• Quality/Compliance: achieving a standard of excellence with work processes and outcomes while honoring RODS policies and funder/regulatory requirements
• Initiative: taking ownership of your work, doing what is needed without being asked, following through
• Collegiality: being helpful, respectful, and approachable and team oriented, building strong working relationships and a positive work environment
• Communication: balancing listening and talking, speaking and writing clearly and accurately, influencing others, keeping others informed
• Respect for Diversity: ability to work within a cross-cultural environment and display acceptance and respect for different cultures and backgrounds.
• Efficiency: planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things
• Coach ability: being receptive to feedback, willing to learn, embracing continuous improvement

Duties And Responsibilities

• Answers general phone inquiries in a professional and courteous manner; directs phone inquiries, voice mails and e-mails to appropriate staff members
• Forwards invoices to the Finance Department within required timelines ensuring that they are coded, signed and completed, tracks budgetary expenditures for the various budget lines
• Provides a welcoming environment for people coming to RODS Employment Services
• Books/schedules appointments for clients with employment counselors
• Performs initial screening of clients to establish clients' needs and eligibility for the services provided
• Be in charge of the resource room and attend to the clients using the resource room for the job search activities
• Contacts clients to confirm attendance at appointments or workshops
• Prepares pre-approval requests for Manager's signature, orders, receives and stores/distributes purchased items
• Coordinates office and equipment maintenance requests if needed
• Performs other position-related duties as needed
• Uses MS Office programs together with internal client database to retrieve and update clients' information

Salary Level/Classification

The classification for this position is Admin Category 1 at Step 1. The annual salary for this position starts at $35,855.98 ($20.43/hour). Pay periods are the end of the day on the 15th of the month and the end of each month.

Working Conditions and Application Instructions

This position is expected to work from the office. The standard hours of work are Monday - Friday, 8:00 a.m. - 4:30 p.m. with a one-hour unpaid lunch break and an EDO every second week. All positions at RODS require a clean criminal record check. There is a cost-shared benefits package and a 3% pension contribution available to the employee upon successful completion of a six-month probationary period.

We thank all candidates for their interest; however, only those selected for interviews will be contacted. Please be able to provide three work-related references at the time of your interview. Please respond in confidence no later than 4:00 PM on August 25, 2023.