Administrative Assistant (Temporary, Part-time)
Grande Prairie & District Victim Services
Grande Prairie, AB

Grande Prairie & District Victim Services

Job Description

Job Title:

Administrative Assistant

Reports To:

Executive Director

Hours of Work:

7.25 hours per day. 18 hours/week

Job Summary

This position is responsible for the administrative support of Grande Prairie & District Victim Services. This includes reception, technical and some direct support to victims of crimes and or tragedy. The Administrative Assistant may be required to work flexible shifts.

Duties and Responsibilities

1. Program Administration:

  • Enter client information into database
  • Answer telephone, transfer calls and take messages for staff
  • Develop agendas and take minutes for committee, staff and board meetings as directed by the Executive Director
  • Book meeting rooms for all board meetings and prepare refreshments
  • Assist with special projects such as organizing conferences, VSU annual general meetings and in-services
  • Ensure program vehicle maintenance and cleaning is performed as necessary
  • Maintain all resource materials
  • Ensure all office equipment is working and is kept in good order
  • Balance petty cash float monthly and provide Executive Director with a record of petty cash activity along with receipts
  • Ensure all money requested from Petty Cash by staff is approved by Executive Director
  • Assist with opening and closing files and occasional phone calls to victims at the request of the Executive Director.

2. Case Management

  • Provide front line direct client services (walk-ins, telephone calls, referrals from members and community agencies and attendance at scenes)
  • Provide referrals to appropriate agencies

3. Fundraising

  • Prepare tax receipts and thank you letters to donors and enter all donations into the database.
  • Assist with Fundraising activities as requested by Executive Director

4. Other Duties:

  • Attend educational training sessions and in services deemed necessary and approved by the Executive Director
  • Attend supervision with Executive Director as requested
  • Attend Critical Incident Stress Debriefing when deemed necessary by Executive Director
  • Carry Staff cell on a rotational basis
  • Attend staff meetings
  • Other related duties as assigned by the Executive Director

Qualifications

  • Grade 12 or equivalent; Business administration diploma an asset
  • Good computer skills and knowledge of database and word processing programs and Excel are essential. Experience with MAC computers an asset.
  • Exceptional oral and written communication skills
  • Good organizational and time management skills
  • Demonstrated ability to problem solve in a team environment
  • Valid Alberta Driver’s License and clear Driver’s abstract
  • Must pass an enhanced security clearance with the RCMP and Child Welfare Investigation Systems Check
  • Knowledge of the judicial system and victimization an asset
  • Sensitivity to the needs of victims of crime and/or tragedy as necessary
  • Excellent interpersonal skills required.

Job Types: Part-time, Temporary

Salary: $23.50 /hour

Experience:

  • administrative: 1 year (Required)
  • Administrative Assistant: 1 year (Preferred)

Location:

  • Grande Prairie, AB (Preferred)