CARIBOO FRIENDSHIP SOCIETY
Secretary/Receptionist Full Time
GENERAL:
Under the direction of the Executive Secretary and the Executive Director of the Cariboo Friendship Society and subject to its policies and regulations, the Secretary/Receptionist will be responsible for secretarial and reception duties of the Society; such as, greeting visitors to the Centre, typing, varied secretarial tasks which are instrumental in the operation of the Society, and generally be involved in the Society’s various activities.
GENERAL DUTIES:
– Answering incoming calls in a friendly and professional manner and direct to appropriate department, and/or record accurate messages.
– Greet guests and direct to appropriate department.
– Sort, record and distribute all incoming mail daily – including email.
– Type and proof correspondence, reports, minutes, proposals, etc., as required.
– Coordinate coverage of reception with Executive Secretary.
– Record statistics on the number of drop-ins to the Centre.
– Responsible for preparing and posting outgoing mail daily.
– Responsible for maintaining an efficient and effective office filing system.
– Responsible for incoming/outgoing fax mail.
– Responsible for researching the most cost effective prices and for ordering all office supplies
– Attend monthly general staff meetings to record and prepare minutes of the meetings.
– Be prepared to assist in the overall operation of administration offices as required.
QUALIFICATIONS/EXPERIENCE:
1. The position requires satisfactory completion of a recognized secretarial course or an equivalent of related experience.
2. Must have good typing skills (minimum 55 w.p.m.).
3. Must have the ability to communicate clearly in English, both orally and in writing.
4. Must have ability to operate switchboard, facsimile, and photocopier.
5. Must be proficient in the use of Microsoft Word
6. Must be well organized and able to change direction and priorities quickly.
7. Must maintain professional conduct and abide by the Cariboo Friendship Society’s Code of Ethics.
8. Must submit to a criminal records check.
SPECIAL REQUIREMENTS AND/OR SKILLS:
1. Should have knowledge and understanding of local First Nations culture and/or the ability to work with First Nations people.
2. Must be able to perform well with or without supervision .
3. Must be pleasant and approachable and provide a warm, friendly response to drop-ins, clients, etc. to establish good public relations.
4. Should be able to assess drop-ins to the Centre – ie: Whether they are visitors, need referrals to Society programs, or referral to another agency.
5. Review and evaluate ongoing program and service activity to recommend improvement and changes:
i) by oral reports to the Executive Secretary during supervisory sessions and/or staff meetings;
ii) by informal observation and feedback received from users, clients, and/or agencies; and
iii) by undergoing an annual written evaluation.
6. Knowledge of a local First Nations language, ie: Shuswap, Chilcotin or Carrier is an asset.
7. Must be able to accept feedback and/or directions and to use feedback constructively.
8. Be knowledgeable and involved in the general activities of the Cariboo Friendship Society:
i) includes involvement through education programs, social events, business training, recreation activities, and fund raising events, etc.; and
ii) in this respect the employee must be prepared to volunteer from time to time on evenings and/or weekends.
iii) must maintain confidentiality with regard to client/office information and must be willing to sign an “Oath of Confidentiality” form.
CLOSING DATE: November 26, 2019
SUBMIT APPLICATIONS TO: Cariboo Friendship Society
99 South Third Avenue
Williams Lake, BC V2G 1J1
Please include three work related references
Pursuant to section 41 of the BC Human Rights Code, preference will be given to applicants of Aboriginal ancestry.
