Job Overview

Under the direction of the Supervisor, the Program Assistant is a key player in supporting program teams day-to-day. They are responsible for providing a variety of reception and clerical support; this includes telephone and reception duties and all manner of word processing, preparing correspondence, reports and maintaining files and related filing systems.  The Program Assistant will work on several tasks and projects at once and provide support to different program teams as needed.

 

Responsibilities and Duties

 

The Program Assistant will:

 

• Provide duties related to program areas such as directing callers and providing information to clients, visitors and volunteers to the appropriate program or staff person. Provide up-to-date information pertaining to the Society, make referrals to other agencies if SHARE does not/cannot be of assistance.
• Assist with intake and client/applicant tracking, checking program requirement documentation for accuracy and completeness.
• Provide clerical and administrative support to management and other program staff: arrange meetings, schedule appointments, book rooms for meetings. Prepare agendas and supporting material for distribution and take minutes at meetings as required.
• Perform word processing, data input and typing support to prepare correspondence, meeting minutes, forms, client/volunteer information, letters, and memos.
• Perform data entry functions such as inputting information into databases and contact lists; maintains and updates filing, inventory, mailing lists, registers and/or other records either manually or using a computer. 
• Uses desktop software applications to generate spreadsheets, reports and other documents as required; Compiles data and produces reports and statistics as required; undertakes basic analysis and identifies key findings.
• Maintains a variety of financial records such as petty cash fund, purchase orders, cheque requisitions, process incoming money and invoices as directed in program policies, this includes documentation, receipt and preparing bank deposits.
• Work with staff members to design or adapt systems to improve efficiency/effectiveness and provide accurate record keeping. Ensure that confidential files are secure.
• Using established guidelines and policies assist volunteers with service application intake, screening, and data entry. 
• Keep the reception area, waiting room, therapy rooms and work areas clean and tidy in order to present a positive and professional image to the public. This includes cleaning therapy equipment and toys as needed.
• Open and/or close the program office as required.
• Process incoming/outgoing mail; forward incoming mail as appropriate; stamp and mail outgoing mail; ensure postage supply is adequate and request more when needed.
• Ensure that office equipment is in good working order and arrange for service and repair as required.  This includes maintaining, organizing, and inventorying program equipment and supplies.
• Assist in the orientation of casual program assistants.
• Participate in and support agency activities, vision, mission, and values.
• Ensure that work practices comply with agency health and safety standards, program policies and procedures.
• The Program Assistant is responsible for managing her/his time effectively, attending staff meetings and seeking regular supervision.

Qualifications:

 

Education:    Grade 12 or equivalent, plus related post-secondary courses in office procedures.

Experience: One (1) year recent related experience. An equivalent combination of education, training and experience will be considered.

Skills:

• Proficient with personal computers, with knowledge of MS Office and database programs.
• Typing speed of 50 wpm.
• Strong organizational skills; able to follow through on administrative procedures; uses time effectively.
• Able to work independently, prioritize, use initiative.
• Excellent interpersonal skills; telephone reception skills and professional manners.

 

Start Date: Immediately

Location: Tri-Cities

Hours of Work: 35 hours per week, Monday to Friday.

 

Closing Date:  March 21,  2025 or until position is filled.

 

Our organization

SHARE is an accredited non-profit, independent, community-based organization providing leadership and programs in response to the social needs of the residents of the Tri-Cities (Coquitlam, Port Coquitlam, Port Moody, Anmore and Belcarra), New Westminster and adjacent communities.  SHARE Family & Community Services exists to Connect, Engage, and Strengthen Individuals and Families.

 

To learn more about SHARE Family & Community Services:

 

• watch this video https://vimeo.com/316966573
• Visit our website at  https://sharesociety.ca/

SHARE recognizes the systemic discrimination that Black, Indigenous, Persons of Colour and many other groups have historically experienced, and continue to face in our society, and in our community.  SHARE is committed to being an inclusive, welcoming and unbiased employer and service provider.  Further, we are encouraging members of these communities to apply for this position.  Please feel free to let us know if you carry any of these identities.