Bilingual Administrative Receptionist II - Indefinite Term at St.Amant — NeverHard

Job DescriptionJob Description:\n\n**This is an indefinite term position that is subject to end with 24 hours' notice** 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 selvesfree from fear of discriminationwhile 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 ongoing commitment to recruiting a diverse and talented workforce, which is paramount to supporting the vibrant community we serve. Position Summary and Scope of ServiceThe 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 callersThe 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 themThe Switchboard Operator/Receptionist performs clerical/administrative tasks as assigned Qualifications Educational:Grade XII Diploma or CertificateSecretarial training from a community or career college an assetProficiency in the Microsoft Suite, including Word, Excel and Power Point (testing will be a requirement)Bilingual in English and French (testing will be a requirement) Professional:Experience as a receptionist or switchboard operatorExperience in greeting and assisting visitors, vendors, employees, and customers in an effective and professional mannerExcellent oral communication skills in both the English and French languages, 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 systemStrong computer capabilities with current software applications, Outlook, Excel, Word & Power Point (testing will be a requirement)Ability to maintain records and filesAdministrative support/secretarial experience with accurate keyboarding skills and an ability to type at a minimum speed of 50 wpm Personal:Demonstrate confidential and ethical behaviour in the performance of all dutiesAbility to perform a variety of administrative tasks both as part of a team and independently and to use good judgment in recognizing scope of authorityAbility to interact with staff and the general public in a professional, courteous, tactful, and helpful mannerAbility to perform assigned duties with speed, accuracy and attention to detail without immediate and constant supervisionFriendly and enjoy meeting and helping peopleMaintain a neat appearance and pleasant voiceMaintain 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, confidentiality are consistently demonstrated as required by legislation and program/service standards. Duties include:Operates the main Avaya switchboard and provides reception servicesScreens troublesome visitors and callers, notifying the appropriate persons of concernsIssues temporary receipts for cheques receivedRecommends changes and improvements within the service area to the SupervisorBasic programming of the voicemail system through the switchboard consoleProvides 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 requestedGreets visitors to St.Amant, determines their needs and provides direction and assistance to locate the individual or area requiredAssists in the monitoring of visitors, staff, and clients in the main building through the parking logs, outing sheets and other internal processesMaintains contact with employees using communication systems such as the telephone in accordance with St.Amant policiesRelays or routes verbal and written messagesPerforms various clerical jobs as assigned by the Supervisor(s) and assists administrative assistants as directedArranges for repairs to business machines as requiredResponds to emergency alarms and codes, carries out procedures according to directives and communicates appropriate instructions to staff and other respondents in accordance with St.Amant policies and proceduresDocuments incidents in detail as per requirementsOversees 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)Oversees 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 informationProvides assistance with various payroll processing tasks by distributing pay stub envelopesOversees an inventory of cell phones for employee use, ensures phones are in good working order and batteries are kept chargedMaintains a sign out system and follows up on phones to ensure prompt returnMaintains an inventory of St.Amant keys for employee use, ensures they are signed out according to the identified processOversees a selection of audio visual and other St.Amant equipment available for employee use, monitors equipment that has been signed out and follows up on outstanding equipment when necessaryCompletes a regular inventory of equipment and related accessoriesMonitors the conference room and equipment booking binder and assists employees in locating and booking available rooms and St.Amant equipmentActs as a resource when items are found or lost on St.Amant property, monitors a system to managing these itemsActs as the key operator for the centrally located photocopier machine including filling with paper, toner, etc. and calls for service as requiredAttends team meetingsActs as a resource to St.Amant's engineers through an established check-in process during the weekend shiftOther 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 and a comprehensive benefits package that includes: Health & Dental Plans, Life Insurance Plans, Long Term Disability, Employer Paid-Employee Assistance Plan, and Employer-Matched Pension Plan. We also offer access to an on-site gym, professional development training opportunities, and affordable staff parking. Rsum des fonctions du posteLe standardiste / rceptionniste commande le standard tlphonique de St.Amant pour diriger vers le service appropri les appels entrants, sortants et internes lorsque l'appelant n'est pas en mesure d'utiliser le systme automatis, et fournit aux appelants des renseignements aux questions gnrales.Le standardiste / rceptionniste I joue aussi le rle de rceptionniste, souhaitant la bienvenue aux visiteurs, identifiant leurs besoins et les orientant vers la personne ou le service en mesure de les aider.Le standardiste / rceptionniste excute les tches administratives qui lui sont assignes. Qualifications tudes: Diplme de 12e anne ou certificatFormation en secrtariat dans un collge communautaire ou professionnelMatrise de la suite Microsoft, notamment Word, Excel et Power Point (test obligatoire)Bilingue franais et anglais (test obligatoire) Professionnelles:Exprience en tant que rceptionniste ou standardistExprience de l'accueil des visiteurs, des vendeurs, des employs et des clients, et capacit de les aider avec efficacit et professionnalismeExcellentes comptences en communication orale, en franais et en anglais; capacit communiquer avec les employs et le grand public dans les deux langues (test obligatoire)Exprience en secrtariat et soutien administratif; saisie prcise au clavier une vitesse d'au moins 50 mots la minute (test obligatoire)Comptences en informatique et capacit d'utiliser des priphriques en rseau Excellentes comptences en applications informatiques courantes, Outlook, Excel, Word et Power Point (test obligatoire)Capacit tenir des dossiers et des fichiers Personnelles:Agir de manire thique et confidentielle dans l'excution des tchesCapacit accomplir diverses tches administratives aussi bien en quipe que seul et faire preuve de discernement dans la reconnaissance des limites de pouvoirCapacit communiquer avec les employs et le grand public avec professionnalisme, tact et courtoisieCapacit exercer ses fonctions avec rapidit, prcision et en ayant le souci du dtail sans supervision directe et constantetre aimable, apprcier le fait de rencontrer et d'aider les gensFaire preuve d'assiduit et de ponctualitPrsentation soigne et voix agrableResponsabilits Soutien du programme / des services: Conformment la mission, aux valeurs et aux politiques de St.Amant, et aux fonctions et objectifs principaux du programme/des services, le rceptionniste ralise diverses tches de soutien administratif de grande qualit. L'excellente qualit des services est vidente lorsqu'une personne fait toujours preuve de professionnalisme dans la communication, de ponctualit, de prcision et d'un sens thique dvelopp comme l'exigent la lgislation ainsi que les normes des services/programme. Responsabilits:Utiliser le standard principal Avaya, fournir des services de rception, rpondre aux appels entrant et diriger les appelants vers les personnes appropriesFiltrer les visiteurs et les appelants difficiles, et informer les personnes appropries en cas de problmestablir des reus temporaires pour les chques reusRecommander au superviseur tout changement ou amlioration au niveau du serviceProgrammer le systme de messagerie vocale via la console du standardOffrir un service tlphonique aux usagers internes et externes en rpondant rapidement tous les appels, en fournissant des renseignements gnraux sur St.Amant, les programmes et services offerts, l'aide de fichiers de rfrence et en transfrant les appels le cas chantAccueillir les visiteurs St.Amant, dterminer leurs besoins, les orienter et les aider trouver la personne ou le programme recherchAider au contrle des visiteurs, du personnel et des clients dans le btiment principal l'aide des registres de stationnement, des feuilles de sorties et autres processus internesRester en contact avec les employs en utilisant les systmes de communication tels que le tlphone, conformment aux politiques de St.AmantTransmettre les messages oraux et critsEffectuer les diverses tches de bureau qui sont confies par le superviseur et aider les adjoints administratifs au besoinTlphoner au service de dpannage si des machines de bureau ne fonctionnent pasRpondre aux alarmes et aux codes d'urgence, suivre les procdures conformment aux directives et transmettre les instructions ncessaires au personnel et autres intervenants en respectant les politiques et les procdures de St.AmantConsigner les incidents de faon dtaille conformment aux exigencesSuperviser l'arrive et la sortie du courrier dans l'tablissement: tri, pese, affranchissement et suivi du courrier sortant; tri et distribution du courrier entrant et du courrier interneSuperviser les transmissions par tlcopieur (p.ex., mission, rception, transfert des tlcopies et suivi des checs de transmission)Saisie de donnes des renseignements du rapport d'incident gnralParticiper aux diverses tches lies au traitement de la paie en distribuant les enveloppes contenant les relevs de salaireSuperviser la tenue d'un inventaire des tlphones destins aux employs, veiller ce que les tlphones fonctionnent bien et que les batteries soient toujours chargesTenir un registre de sorties et faire le suivi des tlphones pour assurer leur retourTenir un registre des cls de St.Amant l'usage des employs, s'assurer qu'il soit sign conformment au processus en placeSuperviser la tenue d'un registre de sorties et assurer le suivi du matriel audiovisuelou autre mis la disposition des employs pour assurer leur retourFaire rgulirement l'inventaire de l'quipement et des accessoires connexesTenir le classeur de rservation des salles de runion et du matriel, et aider les employs trouver et rserver le matriel et les salles disponibles de St.Amanttre la personne-ressource lorsque des objets sont perdus ou trouvs sur la proprit de St.Amant, assurer le suivi du systme de gestion de ces objetstre le principal oprateur du photocopieur central, notamment le remplir de papier, d'encre, etc. et tlphoner au service de dpannage en cas de besoinParticiper aux runions d'quipetre la personne-ressource des ingnieurs de St.Amant par l'intermdiaire d'un processus d'entre pendant le quart de fin de semaineEffectuer les autres tches qui sont assignes Les renseignements ci-dessus visent dcrire la nature gnrale de ce poste et ne constituent pas un nonc complet des tches et responsabilits. D'autres tches et responsabilits peuvent tre assignes condition qu'elles correspondent aux