Office Administrator

PROGRAM: Administration
LOCATION: Merritt, BC
STATUS: Full-time or Part-time
HOURS of WORK: 30 to 37.5 hours per week
This position is posted with a range of hours in efforts to make it accessible to individuals with personal commitments that may not allow them to work the full 37.5 hours. The exact hours will be determined during the hiring process.
Positions with less than 35 hrs/wk are considered Part-Time.
SCHEDULE: Monday to Friday, daytime schedule
COMPENSATION: $25.05 - $28.75 per hour (Grid 10 as per collective agreement)
JOB NUMBER: 2024-11
ABOUT THE JOB:
As the welcoming face of Interior Community Services, our Office Administrator serves as the initial point of contact for all visitors where their warm and professional interactions set the tone for a positive and inclusive experience for the community members accessing our services. They also provide administrative support to the programs and supervisors. The key responsibilities include:
Client Interactions

• Greets clients warmly and assists them with their inquiries.
• Answers incoming calls, takes messages, and redirects calls as necessary to ensure efficient communication.
• Prepares, organizes, and sends correspondence, and other communications.

Programs and Administrative Support:

• Provides information to clients or visitors, assisting with intake and client tracking, checking program requirement documentation for accuracy and completeness
• Maintains client and program information using spreadsheet and/or database software.
• Prepares, updates, and prints program resources such as posters and brochures. Ensures resource information is up to date.
• Inputs data accurately into relevant systems and maintains organized records for efficient retrieval.
• Collects, researches, organizes, and summarizes data from a variety of sources and produces reports, keeps supervisors informed of problem areas and emerging trends, and briefs them on any issues.
• Arranges meetings, schedules appointments, books rooms and may make travel arrangements.
• Creates meeting agendas and performs minute-taking as required.

Financial Transactions

• Handles payments, issues receipts, and manages transactions related to our services, demonstrating accuracy and attention to detail.
• Tracks office or program expenditures by recording expenses and alerting the supervisor to budget overruns and unusual expenses. Maintains a variety of financial records.
• Supports supervisors with expenditure approvals by reviewing and analyzing source documents and information on purchases. Act as a second signor when needed to authorize payments.

Maintaining Facilities:

• Creates and maintains a clean, welcoming, and inclusive environment.
• Takes charge of supplies orders, ensuring that necessary items are stocked for smooth day-to-day operations.
• Operates and facilitates maintenance of a variety of office equipment such as computers, printers, copiers, and facsimile equipment.
• Sorts and distributes incoming mail and processes outgoing mail.

EDUCATION, TRAINING, and EXPERIENCE:

• Diploma or Certificate in Business/Office Administration or related field
• Related experience providing administrative support and customer service in a busy office setting
• Or an equivalent combination of education, training, and experience.

SKILLS, KNOWLEDGE, and ABILITIES:

• Strong skills in Microsoft Office programs (Outlook email, Word, Publisher, Excel)
• Proficiency in navigating various digital platforms and software, with a strong aptitude for learning new tech.
• Strong interpersonal and client service skills.
• Strong professional communication skills, both written and verbal.
• Attention to detail and accuracy.
• Ability to work effectively as part of a team and independently with little supervision.
• Strong organizational and time management skills.
• Ability to effectively handle multiple demands.
• Professional and courteous customer service.
• Familiarity with Sage 50 is an asset.
• Familiarity with Canva is an asset.

REQUIREMENTS

• Consent to Criminal Record Checks with venerable sector search (Reimbursement of related costs upon hire)
• This position requires Union membership with a 1.85% Union Dues deduction
• Following training are required and provided to the successful candidate free of charge. Existing certification is an asset: Occupational First Aid, Mandt (1 day), SafeTalk, Anti-Bullying and Harassment, Privacy and Information Sharing.

BENEFITS

• Extended Health Care Benefits including Dental, Vision, Paramedical Services, Life Insurance, Employee & Family Assistance Program, etc. upon completion of the probationary period
• ICS is a Municipal Pension Plan employer. If you are already contributing to this pension plan, your contributions will continue. For new employees, contribution start timelines are based on the type of employment and as determined by BC Pension Corporation.
• 6% vacation accrual
• Fully paid statutory holidays for FT employees and 5% statutory holiday bank accrual for PT employees.
• 1-day per month sick leave accrual
• Wage increases with every 2000 hrs. of seniority, up until Step 4
• Fully paid training and professional development opportunities
• Community involvement and wellbeing activities
• Priority as an internal candidate for future job vacancies

If you need any accommodations at any stage of the hiring process, contact us at careers@interiorcommunityservices.bc.ca.
Interior Community Services is proud to be an equal-opportunity employer and is committed to creating a diverse and inclusive workplace. All qualified applicants who are legally entitled to work in Canada will receive consideration for employment without regard to race, color, religion, visible or invisible diverse abilities, gender, gender identity or expression, sexual orientation, national origin, age, or, citizenship or immigration status. Where bona fide occupational requirements limit the applicant selection, the burden of proof rests with the Employer.