Receptionist & Administrative Assistant- Casual/On-Call

Smithers Community Services Association•Smithers, BC

1d•CA$26 - CA$28•Onsite

About The Position

Smithers Community Services Association (SCSA) is a non-profit organization with over 50 years of history, dedicated to serving the Bulkley Valley and surrounding communities. With an annual operating budget of approximately $5 million and over 60 employees, SCSA offers a diverse range of programs including supportive housing, homelessness prevention, family support, settlement services, transportation, seniors' services, and community literacy. The organization is committed to continuous improvement, innovation, and responding to evolving community needs, guided by principles of being client-centered, accessible, inclusive, trauma-informed, and accountable. SCSA values equity, diversity, inclusion, Reconciliation, collaboration, integrity, and continuous learning, believing in the dignity, respect, and opportunity for all individuals to thrive. This casual/on-call Receptionist & Administrative Assistant role is part of the Administration team, which provides centralized support to ensure the organization operates effectively. The role is funded 50% by BC Transit and therefore also supports transit operations.

Requirements

Grade 12 graduation and a minimum of two years' experience in a similar position or a combination of relevant training and experience.
Experience working with Microsoft Office 365 and office administration systems.
Related training includes office administration or business management.
Must be legally authorized to work in Canada
Understand and be committed to terms of confidentiality and sign a pledge of confidentiality.
Undergo a Criminal Record Check
Possess a valid Class 5 Driver’s License.

Responsibilities

Create a welcoming environment for visitors, answer telephone calls, respond to general inquiries, and relay messages.
Receive, dispatch, and document Smithers & District Transit calls and service inquiries.
Schedule appointments and receive, sort, and distribute incoming mail, deliveries, and electronic correspondence.
Maintain awareness of staff availability during working hours, particularly when employees are absent, out of the office, or working alone.
Provide administrative support to the Executive Director, Board of Directors, Program Managers, and staff as required.
Prepare, type, format, proofread, scan, photocopy, file, and distribute correspondence, forms, reports, and other documents.
Maintain organized paper and electronic records and assist with updating internal documents as directed.
Attend meetings and prepare and circulate minutes when required.
Work collaboratively with the other part-time Receptionist/Administrative Assistant and provide backup coverage to the Administration team.
Assist HR, ED and Finance with scanning, filing, uploading, and organizing employee records, forms, policies, and training certificates.
Prepare routine employee document packages, orientation materials, and staff communications as directed.
Maintain confidentiality and ensure employee information is stored and handled securely.
Assist with agency events, including the Annual General Meeting, staff meetings, training sessions, and other organizational activities.
Support the preparation of brochures, business cards, the annual AGM report, and other communication materials.
Assist with maintaining SCSA’s social media accounts by preparing, scheduling, and publishing approved content and monitoring general inquiries.
Support routine updates to the SCSA website as directed.
Maintain the pamphlet display, bulletin board, SCSA scrapbook, and Photo Tree.
Order and organize office and kitchen supplies and maintain an appropriate inventory.
Keep the reception, photocopying, filing, and kitchen areas tidy and organized.
Maintain authorized door and alarm-code records and follow daily opening, closing, and security procedures.
Work closely with the building cleaner and report facility, safety, or security concerns to the Executive Director.
Assist with seasonal duties, including keeping walkways clear of snow and ice and watering outdoor hanging baskets.
Report reception-related critical incidents and perform other related duties as required.