Casual Bilingual Administrative Receptionist II

St.Amant•Winnipeg, MB

9d•CA$23 - CA$26•Onsite

About The Position

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person-centered approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect. St.Amant is committed to fostering a culture of diversity, equity, inclusion, and accessibility where everyone is respected, valued, and empowered to bring their authentic selves–free from fear of discrimination–while celebrating the diverse identities and experiences that enrich our community. We stand firmly against individual and systemic discrimination and racism as per the Canadian Human Rights Act. St.Amant’s core values reflect a strong commitment to diversity, equity, and inclusion. St.Amant maintains ongoing commitment to recruiting a diverse and talented workforce, which is paramount to supporting the vibrant community we serve. The Switchboard Operator/Receptionist operates the St.Amant switchboard to route incoming, outgoing, and interoffice calls to the appropriate area when the caller is unable to use the automated attendant feature and supplies general inquiry information to callers The Switchboard Operator/Receptionist also acts as a receptionist, greeting visitors to St.Amant, determining their needs, providing direction and assistance, and referring visitors to the person or service area that can help them The Switchboard Operator/Receptionist performs clerical/administrative tasks as assigned

Requirements

Grade XII Diploma or Certificate
Secretarial training from a community or career college an asset
Proficiency in the Microsoft Suite, including Word, Excel and Power Point (testing will be a requirement)
Bilingual in English and French (testing will be a requirement)
Experience as a receptionist or switchboard operator
Experience in greeting and assisting visitors, vendors, employees, and customers in an effective and professional manner
Excellent oral communication skills in both the English and French languages, enabling effective communication with employees and the general public in either language (testing will be a requirement)
Skilled in the use and operation of computers and computer peripherals on a network based system
Strong computer capabilities with current software applications, Outlook, Excel, Word & Power Point (testing will be a requirement)
Ability to maintain records and files
Administrative support/secretarial experience with accurate keyboarding skills and an ability to type at a minimum speed of 50 wpm
Demonstrate confidential and ethical behaviour in the performance of all duties
Ability to perform a variety of administrative tasks both as part of a team and independently and to use good judgment in recognizing scope of authority
Ability to interact with staff and the general public in a professional, courteous, tactful, and helpful manner
Ability to perform assigned duties with speed, accuracy and attention to detail without immediate and constant supervision
Friendly and enjoy meeting and helping people
Maintain a neat appearance and pleasant voice
Maintain regular consistent attendance and punctuality
Satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check
Completion of a series of Occupational Health checks, including confirmation of immunization or immunity of specific communicable diseases

Nice To Haves

Secretarial training from a community or career college

Responsibilities

Operates the main Avaya switchboard and provides reception services
Screens troublesome visitors and callers, notifying the appropriate persons of concerns
Issues temporary receipts for cheques received
Recommends changes and improvements within the service area to the Supervisor
Basic programming of the voicemail system through the switchboard console
Provides telephone service to internal and external users by promptly answering all incoming calls, providing general inquiry information about St.Amant and the programs and services offered using reference files and transferring calls as requested
Greets visitors to St.Amant, determines their needs and provides direction and assistance to locate the individual or area required
Assists in the monitoring of visitors, staff, and clients in the main building through the parking logs, outing sheets and other internal processes
Maintains contact with employees using communication systems such as the telephone in accordance with St.Amant policies
Relays or routes verbal and written messages
Performs various clerical jobs as assigned by the Supervisor(s) and assists administrative assistants as directed
Arranges for repairs to business machines as required
Responds to emergency alarms and codes, carries out procedures according to directives and communicates appropriate instructions to staff and other respondents in accordance with St.Amant policies and procedures
Documents incidents in detail as per requirements
Oversees the movement of mail in and out of the facility (e.g. sorting, weighing, stamping, and tracking outgoing mail, sorting and distributing incoming mail and interoffice mail)
Oversees the movement of fax transmissions in and out of the facility (e.g. sending faxes, receiving and distributing faxes and following up on incomplete faxes)
Data entry of General Incident Report information
Provides assistance with various payroll processing tasks by distributing pay stub envelopes
Oversees an inventory of cell phones for employee use, ensures phones are in good working order and batteries are kept charged
Maintains a sign out system and follows up on phones to ensure prompt return
Maintains an inventory of St.Amant keys for employee use, ensures they are signed out according to the identified process
Oversees a selection of audio visual and other St.Amant equipment available for employee use, monitors equipment that has been signed out and follows up on outstanding equipment when necessary
Completes a regular inventory of equipment and related accessories
Monitors the conference room and equipment booking binder and assists employees in locating and booking available rooms and St.Amant equipment
Acts as a resource when items are found or lost on St.Amant property, monitors a system to managing these items
Acts as the key operator for the centrally located photocopier machine including filling with paper, toner, etc. and calls for service as required
Attends team meetings
Acts as a resource to St.Amant’s engineers through an established check-in process during the weekend shift
Other duties as assigned