The Receptionist functions by the authority of the Director of Finance and Administration.
The Director of Finance and Administration shall provide the Receptionist with the resources necessary to fulfill their duties.
LIMITS OF AUTHORITY:
The limitations of authority for the Receptionist are determined by civil laws, the collective agreement, policies internal to the Organization and limitations of the Director of Finance and Administration.
Duties and Responsibilities:
1. Answers, screens and forwards telephone calls, receives visitors and provides general information to the public upon request.
2. Operation of computers with word processing and database software, phone/e-mail system, fax machines and photocopiers (at all sites).
3. Recording secretary at meetings as required.
4. Responsible for arranging and scheduling meetings and boardroom/common room bookings.
5. Makes travel arrangements for members of the program staff, confirming same.
6. Assists with updating orientation material for Board of Directors and staff and personnel policies (including website).
7. Responsible for arranging the logistics for meetings, including venue.
8. Open and distribute all mail.
9. Design appropriate forms as required.
10. Other related duties as assigned.
11. Prepare tenant handbooks.
12. Maintains attendance sheets and compared attendance to data in EMHware.
13. Attend and minute monthly board of director meetings, and other meetings of the board of directors as required.
14. Works in conjunction with the Executive Director to plan and prepare for board of director meetings.
15. Receiving rent payments as required.
16. Attends all-staff meeting and takes minutes.
17. Ensure common areas in the main office are presentable and stocked with necessary materials.
18. Frequent use of Microsoft Office Suite (Word, Excel, Outlook) and standard office equipment (printers, scanners, multi-line phone systems).
19. Supporting office operations with administrative tasks such as filing, maintaining records and basic data entry.
20. Monitoring office supplies, placing orders as needed
EXPECTATIONS OF RESPONSIBILITY:
The Receptionist is expected to:
- Model the Organizational values and the relationship values of affirmation, involvement and servant leadership in all relationships with staff, volunteers, clients and all other stakeholders.
- Communicate and share all relevant information with the Director of Finance and Administration, or staff in a timely manner
- Disclose to the Director of Finance and Administration any violation of their limits of authority or potential risk to the Organization.
ACCOUNTABILITY:
Accountability is mutual. The Director of Finance and Administration is accountable to the Receptionist for providing the authorization, resources, affirmation, involvement and servant leadership required for the successful realization of the responsibility of the position.
Primary accountability of the position is to the Director of Finance and Administration for performance and for compliance with the Director of Finance and Administration limitations and expectations.
The working relationship is reviewed annually as part of the annual review.
WORKING CONDITIONS:
· Sitting for long periods of time.
· Use of a computer for long periods of time.
· Repetitive tasks.
· Long hours on the computer entering data.
· De-escalating people where there is potential for verbal aggression.
· Must have valid Driver's Licence and use of personal vehicle.
Pay: $46,432.00-$50,432.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
