Casual Bilingual Administrative Receptionist II

About Us:

St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism, and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children, and their families. Our over 2,000 staff follow a person-centered approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence, and Respect.

St.Amant is committed to fostering a culture of diversity, equity, inclusion, and accessibility where everyone is respected, valued, and empowered to bring their authentic selves—free from fear of discrimination—while celebrating the diverse identities and experiences that enrich our community. We stand firmly against individual and systemic discrimination and racism as per the Canadian Human Rights Act. St.Amant's core values reflect a strong commitment to diversity, equity, and inclusion. St.Amant maintains an ongoing commitment to recruiting a diverse and talented workforce, which is paramount to supporting the vibrant community we serve.

Position Summary and Scope of Service:

The Switchboard Operator/Receptionist operates the St.Amant switchboard to route incoming, outgoing, and interoffice calls to the appropriate area when the caller is unable to use the automated attendant feature and supplies general inquiry information to callers. The Switchboard Operator/Receptionist also acts as a receptionist, greeting visitors to St.Amant, determining their needs, providing direction and assistance, and referring visitors to the person or service area that can help them. The Switchboard Operator/Receptionist performs clerical/administrative tasks as assigned.

Qualifications:

• Educational:
  • Grade XII Diploma or Certificate
  • Secretarial training from a community or career college (an asset)
  • Proficiency in the Microsoft Suite, including Word, Excel, and PowerPoint (testing will be a requirement)
  • Bilingual in English and French (testing will be a requirement)
• Professional:
  • Experience as a receptionist or switchboard operator
  • Experience in greeting and assisting visitors, vendors, employees, and customers in an effective and professional manner
  • Excellent oral communication skills in both English and French, enabling effective communication with employees and the general public in either language (testing will be a requirement)
  • Skilled in the use and operation of computers and computer peripherals on a network-based system
  • Strong computer capabilities with current software applications, including Outlook, Excel, Word, and PowerPoint (testing will be a requirement)
  • Ability to maintain records and files
  • Administrative support/secretarial experience with accurate keyboarding skills and an ability to type at a minimum speed of 50 wpm
• Personal:
  • Demonstrate confidential and ethical behavior in the performance of all duties
  • Ability to perform a variety of administrative tasks both as part of a team and independently, and to use good judgment in recognizing scope of authority
  • Ability to interact with staff and the general public in a professional, courteous, tactful, and helpful manner
  • Ability to perform assigned duties with speed, accuracy, and attention to detail without immediate and constant supervision
  • Friendly and enjoy meeting and helping people
  • Maintain a neat appearance and pleasant voice
  • Maintain regular consistent attendance and punctuality

Duties and Responsibilities:

Program/Service Support:

Consistent with the Mission, Values, and Policies of St.Amant, and the Principle Functions and Objectives of the Program/Services, the Receptionist provides a broad range of quality administrative support tasks. Quality services are evident when professional communication, timeliness, accuracy, ethical awareness/sensitivity, and confidentiality are consistently demonstrated as required by legislation and program/service standards.

Duties include:

• Operate the main Avaya switchboard and provide reception services
• Screen troublesome visitors and callers, notifying the appropriate persons of concerns
• Issue temporary receipts for cheques received
• Recommend changes and improvements within the service area to the Supervisor
• Basic programming of the voicemail system through the switchboard console
• Provide telephone service to internal and external users by promptly answering all incoming calls, providing general inquiry information about St.Amant and the programs and services offered using reference files, and transferring calls as requested
• Greet visitors to St.Amant, determine their needs, and provide direction and assistance to locate the individual or area required
• Assist in the monitoring of visitors, staff, and clients in the main building through the parking logs, outing sheets, and other internal processes
• Maintain contact with employees using communication systems such as the telephone in accordance with St.Amant policies
• Relay or route verbal and written messages
• Perform various clerical jobs as assigned by the Supervisor(s) and assist administrative assistants as directed
• Arrange for repairs to business machines as required
• Respond to emergency alarms and codes, carry out procedures according to directives, and communicate appropriate instructions to staff and other respondents in accordance with St.Amant policies and procedures
• Document incidents in detail as per requirements
• Oversee the movement of mail in and out of the facility (e.g., sorting, weighing, stamping, and tracking outgoing mail; sorting and distributing incoming mail and interoffice mail)
• Oversee the movement of fax transmissions in and out of the facility (e.g., sending faxes, receiving and distributing faxes, and following up on incomplete faxes)
• Data entry of General Incident Report information
• Provide assistance with various payroll processing tasks by distributing pay stub envelopes
• Oversee an inventory of cell phones for employee use, ensure phones are in good working order, and batteries are kept charged
• Maintain a sign-out system and follow up on phones to ensure prompt return
• Maintain an inventory of St.Amant keys for employee use, ensuring they are signed out according to the identified process
• Oversee a selection of audio-visual and other St.Amant equipment available for employee use, monitor equipment that has been signed out, and follow up on outstanding equipment when necessary
• Complete a regular inventory of equipment and related accessories
• Monitor the conference room and equipment booking binder and assist employees in locating and booking available rooms and St.Amant equipment
• Act as a resource when items are found or lost on St.Amant property, monitor a system to manage these items
• Act as the key operator for the centrally located photocopier machine, including filling with paper, toner, etc., and call for service as required
• Attend team meetings
• Act as a resource to St.Amant's engineers through an established check-in process during the weekend shift
• Other duties as assigned

The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset. St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support, including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process.

As a condition of employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check, and Prior Contact Check. As a condition of employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases.

We offer:

• A competitive salary
• A comprehensive benefits package that includes:
  • Health & Dental Plans
  • Life Insurance Plans
  • Long Term Disability
  • Employer Paid-Employee Assistance Plan
  • Employer-Matched Pension Plan
• Access to an on-site gym
• Professional development training opportunities
• Affordable staff parking