The Administrative Clerk is primarily responsible for reception and administrative support duties for the Agency programs, which may involve incoming telephone and walk-in inquiries that need to be handled with tact and sensitivity. The position also involves considerable support activities including data entry, general filing, and development of statistical reports.
The Administrative Clerk is also responsible for handling and filing of confidential client information as needed, archiving closed client files, processing mail/deliveries, liaising with programs and professionals internal and external to CSS, and other general office duties.

The rate for this position is $18.00 per hour.

Responsibilities

Reception:

• Welcome clients/guests by greeting them, in person or on the telephone; answering or directing inquiries
• Present as a positive and professional role model and ambassador for the Agency in interactions with clients, stakeholders, and the public. Maintains respectful personal boundaries
• Maintain an efficient, tidy, and smoothly running office environment
• Manage phone line functions: transferring messages to voice mail
• Take/forwards messages from co-workers, clients, and visitors
• Organize, process, and distribute correspondences and packages going out from or coming into our offices
• Ensure that all security doors are unlocked at the end of the day
• Keep track of employees/visitors in building via sign-in/out list
• Perform other office reception duties as required

Administrative:

• Provide general office and administrative support to our programs
• Enter outcomes and survey data into database
• Assist in the tracking, entering, and reporting of data relating to program statistical reports as required
• Ensure that all administrative staff paperwork is present and up-to-date (i.e., sign-in sheets, phone lists, memos, etc.)
• Keep notice board current by removing old postings and replacing with approved postings
• Apply correct postage using Postage Meter, as needed
• Address and distribute interoffice and Canada Post mail and packages (notifies employees and/or scans digital copies of mail to employees when necessary)
• Arrange for mail and courier pick-up as needed
• Record and distribute cheques to employees
• Monitor the use of office & kitchen supplies and advises the direct supervisor or designate when there is a need to reorder stock
• Format documents for signing, uploads to ShareVision and sends to Children Services caseworkers
• Ensure that all Critical Incident Reports, CSD Reports, Family Time Forms are sent to Children Services employees in a timely manner
• Email completed reports to employees as necessary
• Monitor the CFCS Admin email; complete requests in a 3-day timeline
• Monitor the Fax email and forwards faxes through email to the applicable employees
• Assist the Service in providing support to other Programs as assigned by the appropriate Director/Manager

Office Equipment Maintenance:

• Notifies direct supervisor or designate if building maintenance is required
• Reports any necessary repairs or required maintenance of office photocopiers, printers, etc. to direct supervisor or designate
• Reports any computer or phone problems to the CSS Helpdesk

Confidential Files:

• Ensure confidentiality of all information
• File information in program files, as needed
• Prepare initial paperwork for clients, as assigned by the immediate supervisor or designate
• Enter closed files in the Record Management database
• Maintain a log of all files going in and out of the Program file archive, including keeping track of whose file is being checked in/out and who has signed the file in/out in the Records Management database
• Place files and retrieve files from the Service file archive
• Assist in maintenance of the Service file archive, as assigned by immediate supervisor or designate

Requirements and skills

• Completed Grade 12
• Strong attention to detail and accuracy
• Awareness of and sensitivity towards individuals with diverse needs
• Demonstrates professional problem solving, critical thinking and appropriate judgment skills
• Effective interpersonal and conflict management skills to facilitate working effectively with wide range and number of people, including clients, Agency staff, and external stakeholders and resources
• Effective English-language communication skills, both verbal and written, to communicate, understand, comprehend, and comply with all job requirements
• High level of professionalism, confidentiality and diplomacy; with ability to manage sensitive and confidential information and comply with all regulatory requirements and Agency Privacy and Confidentiality policies and procedures
• Ability to work collaboratively as a member of a team as well as independently with minimal supervision
• Ability to build and maintain relationships
• Ability to multi-task, establish priorities and take initiative
• Competent in working with applicable Microsoft Office suite programs
• Proficient in use of other Agency-assigned computer applications and databases

About Catholic Social Services
You will be joining an established Agency that is guided by faith to care for and bring hope to people in need with humility, compassion and respect. With more than 50 years of service delivery, Catholic Social Services is one of the largest multi-function social services agencies in Canada, with more than 1600 staff, and 2000 volunteers delivering 130+ programs through Central and Northern Alberta.
Our values are at the core of everything we do!

• Humility: We acknowledge with gratitude our human abilities and limitations. We demonstrate humility by doing the best that we can with the resources that we have.
• Compassion: We respond to people in need with love. We demonstrate our compassion by caring for people without judgment and without condition.
• Respect: We demonstrate our respect by being personally present, open and attentive to those we care for and by honouring their dignity and freedom.

We thank all applicants. Only candidates selected for an interview will be contacted.

We embrace diversity and offer equal opportunities to all qualified applicants regardless of origin, culture, ethnicity, age, ability, gender identity, and people of faith or no faith.