Office Assistant

office assistant

Reporting to the Executive Director (ED), the Office Assistant will assume general responsibilities for the operation and management of the office. This is achieved in alignment with the core values of BGC Canada as well as focusing on key issues and priorities of our community.

Duties and Responsibilities (include but not limited to):

Ensure that BGC Battlefords provides a safe and caring environment that promotes positive child and youth development, relationships and mentoring opportunities for children and youth.

Greet and welcome community members, service providers, service users, donors, supporters, staff, volunteers, and Club Members.

General office administration:

  • Telephone answering
  • Scanning documents
  • Creating documents as required
  • Logging and distributing of incoming and outgoing mail
  • Responding to parent inquiries
  • Reviewing and distributing emails from the organization’s Info folder
  • General office filing.

Parent Inquiries:

  • Be the initial contact for parents/guardians of services, assisting in navigation of programming as well as how to become a service user.
  • In coordination with the Marketing & Events Coordinator, develop and implement Welcome Package for new service users.

Fee Collection:

  • Collect and receipt membership fees, before and after school fees, summer camp fees, donations and any fundraising dollars as required.
  • This includes overseeing of the organization float.

Donations:

  • Collect and receipt donations received by the organization.
  • Create donor profile and track donations in the donation database.
  • Ensure the donor receives the appropriate appreciation in accordance with the thank you procedures.

Data Collection:

  • Collect and document statistical information for in-house records and reporting requirements of BGC Canada.
  • This includes maintaining the inhouse databases for members and all program sites.

Membership/Registration Forms:

  • Create, implement, disburse, collect, and maintain records of any required membership or registration forms (includes Membership Forms, Satellite Site Registration Forms, Summer Camp Registration Forms, Special Programs registration forms, etc.).
  • This includes preparing membership files both on site and electronically as well as staff, volunteer, and Board of Director files.
  • Prepare daily sign in sheets based off registration/membership information.

End of fiscal year duties:

  • Ensure CAFT donations have been receipted and thank-you cards/gifts have been sent out.
  • Compile annual Funder, Donor, Supporter list.

Rentals:

  • Assist the ED in developing related policies and procedures.
  • Ensure policies and procedures are adhered to relation to renting the property of the BGC Battlefords and the adjacent Splash Park (City of North Battleford property).
  • Take the lead role in organizing and tracking building/site rentals.
  • Meet and orientate renters, ensuring they have adequate information, keys and alarm codes.

Other:

  • Assist and support the admin team as required.
  • With the direction of the ED, the Office Assistant will support, organize, and prepare for various activities, events, and fundraisers.
  • The Office Assistant may be responsible for other duties as described by the Executive Director.

 

Knowledge, Skills and Abilities:

  • Willingness to learn and grow in your position
  • Knowledge, experience and/or education of office administration
  • Knowledge of computers and related experience with Microsoft software
  • Skill in organizing work for self and others
  • Ability to be creative and flexible
  • Ability to problem solve and make decisions
  • Strong leadership and team qualities
  • Ability to work well with limited supervision
  • Must be able to multitask and work with interruptions and unscheduled events
  • Effective communication skills both orally and written

 

Qualifications:

  • Related education, certification, or equivalent with specific program-related experience
  • Must be familiar with Microsoft Office programs
  • Proven leadership, organizational, interpersonal and communication skills
  • Current certification in Standard First Aid/CPR C
  • Valid class five driver’s license
  • Must be bondable with willingness to complete a Criminal Record Check and Vulnerable Sector Check

 

Other:

  • The Office Assistant may be asked and encouraged to take additional training opportunities that are appropriate for the described above position.
  • Position primarily works day-time hours Monday to Friday; however, additional hours may be required to ensure there is adequate position coverage and for Club events.
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