Position Summary:

KCR Community Resources is seeking a welcoming and organized Administrative Assistant to join our Family and Adoption Services team. In this role, you will serve as the first point of contact for clients, visitors, and callers, helping to create a safe, respectful, and supportive environment.

The Administrative Assistant provides a variety of administrative, reception, and file management duties that support both participants and staff. This includes managing front desk operations, processing referrals, maintaining records, supporting the Kids Count Program, and assisting other KCR programs as needed. This role requires strong communication, attention to detail, and a collaborative approach.

Reporting Structure: Family and Adoption Services Manager

Prime Functions:

Reception and Participant Support:

• Greet, assess, and direct all incoming calls, emails, and in-person requests to appropriate staff
• Assist individuals accessing services with completing required paperwork and dropping off documentation
• Open, date stamp, and distribute incoming mail; coordinate courier and express posts
• Check and distribute fax messages
• Ensure general tidiness of the reception area and supply area
• Arrange for front office coverage as needed
• Closing procedures - sanitize high touch points and conduct end-of-day building check
• When required, answer phones as a backup for the Adoption Program Assistant

Administrative and Office Support:

• Order office supplies, janitorial and kitchen supplies
• Coordinate the servicing and repairs of office equipment
• Monitor and report photocopy account and machine totals, and compile monthly reports for the Finance Department
• Maintain supplies of bus tickets and recreation coupons, submit distribution reports
• Coordinate annual service checks for fire extinguishers and onsite inspection in collaboration with the Infrastructure and Operations Manager
• Maintain the office procedures manual for reference as needed
• Maintain a perpetual CARF Health and Safety calendar
• Attend monthly KCR Administrative meetings
• Provide administrative support for other KCR programs as required

File and Case Management:

Kids Count Program:

• Maintain Participant database and manage file records
• Text daily staff schedules to the Family Services Manager
• Monitor staff check-ins and update schedules
• Pull assessment tools and documentation for FOWs to complete and ensure that required documentation is completed and filed in the participants file
• Track car seat distribution and inventory
• Maintain birthday lists for the childrens participants
• Prepare monthly stats required for reporting to the Ministry
• Update and maintain the policies and procedures manual as required by CARF

Qualifications:

• Completion of an Office Administration course or two years of experience as a receptionist or office assistant
• Strong knowledge of community resources and agencies, especially those serving at-risk or marginalized populations
• Excellent interpersonal, cross-cultural, written, and verbal communication skills
• Empathetic listening skills and the ability to navigate difficult situations
• Organized with the ability to prioritize work
• Demonstrates a high level of critical thinking skills
• Adaptable and flexible to changing work demands
• Proficiency in MS Office (Word, Excel, Outlook) and basic accounting tasks

Benefits:

• 3 weeks vacation
• Paid sick leave
• Group benefits include extended health, dental, and paramedical
• Health spending account
• Pension contribution
  

Application Process:

KCR Community Resources has a strong commitment to diversity and inclusion and encourages candidates from all backgrounds to apply.

We will strive to provide reasonable accommodations, accessible formats, and communication support upon request to all candidates in all aspects of the recruitment and selection process.

If you require accommodation as part of the application process, please contact the People and Culture at our main office at 250 763 8008.

About KCR Community Resources:

KCR is a not-for-profit agency fostering diversity, collaboration, and resourcefulness by tailoring services to meet the community, family, and individual needs. We believe in a community where individuals and families are supported in leading healthy, productive, and fulfilling lives.

We value inclusion and relationships built on mutual trust, recognizing each other's contributions, expertise, and opinions.

We strive to create a safe and welcoming work environment where collaboration and valuing people's strengths are at the core of our day-to-day interactions.