POSITION SUMMARY AND SCOPE OF SERVICE

The Receptionist II 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 Receptionist II 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 Receptionist II performs clerical/administrative tasks as assigned.

EDUCATIONAL:

• Grade XII Diploma or Certificate
• Diploma in Office Administration, Administrative Assistant or related field, or combination of relevant education and experience
• Bilingual in English and French (testing will be a requirement)

QUALIFICATIONS:

Études:

• Diplôme de 12e année ou certificat
• Formation en secrétariat dans un collège communautaire ou professionnel considérée comme un atout
• Bilingue français et anglais (test obligatoire)

Professionnelles :

• Cinq années d’expérience en tant que réceptionniste considérée comme un atout
• Expérience de l’accueil des visiteurs, des vendeurs, des employés et des clients, et capacité à les aider avec efficacité et professionnalisme
• Excellentes compétences en communication orale, en français et en anglais; capacité à communiquer avec les employés et lepublic dans les deux langues (test obligatoire)
• Compétences en informatique et capacité à utiliser des périphériques en réseau
• Excellentes compétences dans l’utilisation des logiciels actuels, Outlook, Excel, Word et Power Point (des tests peuvent être requis)
• Capacité à tenir des dossiers et des fichiers

DUTIES INCLUDE:

• Recommends changes and improvements within the service area to the Supervisor
• Operates the main switchboard and provides reception services, answers incoming telephone calls and refers callers to the appropriate respondent
• Basic programming of the voicemail system through the switchboard console
• Screens visitors and callers, notifying the appropriate persons of concerns
• Provides 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
• Greets visitors to St.Amant, determines their needs and provides direction and assistance to locate the individual or area required
• Assists in the monitoring of visitors, staff and clients in the main building through the parking logs, outing sheets and other internal processes
• Maintains contact with employees using communication systems such as the telephone, in accordance with St.Amant policies
• Relays or routes verbal and written messages
• Performs various clerical jobs as assigned by the Supervisor and assist administrative assistants as directed
• Issues temporary receipts for cheques received
• Arranges for repairs to business machines as required
• Responds to emergency alarms and codes, carrying out procedures according to directives and communicates appropriate instructions to staff and other respondents in accordance with St.Amant policies and procedures
• Documents incidents in detail as per requirements
• Supporting 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)
• Supporting 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)
• Supporting an inventory of cell phones for employee use, ensures the phones are in good working order and batteries are kept charged
• Maintains a sign-out system and follows up on phones to ensure prompt return
• Maintains an inventory of St.Amant keys for employee use, ensures they are signed out according to the identified process
• Oversees 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 necessary
• Completes a regular inventory of equipment and related accessories
• Monitors the conference room and equipment booking binder and assists employees in locating and booking available rooms and St.Amant equipment
• Acts as a resource when items are found or lost on St.Amant property, monitoring a system of managing these items
• Acts as the key operator for the centrally located photocopier machine including filling with paper, toner, etc. and calls for service as required
• Monitors the Administrative Support Services inbox and calendar in an effort to keep all receptionists informed on current day-to-day activities, tasks, upcoming events, interviews, meetings, etc.
• Completes a regular inventory check of the meeting rooms
• Monitors item in the pick-up tray
• Reviews the checklists filled out by the previous staff to ensure everything was completed
• Inspects storage room to ensure it is clean and neat
• Checks overnight drop box
• Completes proximity card inventory daily
• Other duties as assigned
  Article 8:02: In order to be eligible for a vacant position, an employee must first possess the qualifications prescribed by the Employer for the position concerned, possess a satisfactory employment record and meet the physical requirements of the position in question. Where more than one (1) employee possesses the above selection criteria, the vacancy selection shall be based upon seniority.
  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. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.
  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.