Office Assistant - Regina, SK (Personal Services)

Location: Regina, SK                       
Position: Full-time Permanent            
Posting Closing Date: April 13,2025

Join Our Team as an Office Assistant !

Are you ready to make a meaningful impact as an Office Assistant? Then this career is for you.  We are seeking a dynamic individual  to join our team as an Office Assistant for Ehrlo Counselling Services (ECS) providing support to employees and management by performing clerical duties for Ehrlo Counselling Services and managing the reception area for the Francis Street building.  The Office Assistant is responsible for invoicing, securing payments, managing phones, greeting clients and creating month-end summary reports and submitting insurance claims.  The Office Assistant manages the filing system including; filing, tracking files, and archiving.  The Office Assistant is responsible for inputting, modifying, and retrieving data from various sources and providing administrative support to the staff at Ehrlo Counselling Services.

Qualifications

Education and Professional Certification

• Certificate or diploma in office administration or a related field of study.

Experience

• Minimum one (1) year of experience working in an office environment.
• Experience working on computers with software packages including; Excel, Word, and Outlook. 
• Experience working with various databases.

Skills and Characteristics

• Effective time management and organizational skills with the ability to prioritize.
• High attention to detail. 
• Ability to complete tasks independently and efficiently.
• Strong interpersonal skills with the ability to form professional working alliances.
• Strong written and oral communication skills.
• Ability to adapt to new situations.
• Emotional competence and self awareness.
• Strong problem solving and decision-making skills.
• Open to continuous education and learning and development opportunities.
• Proficient computer skills.

Duties and Responsibilities

Services

• Answer and direct calls on main switchboard and visitor inquiries at front reception. Attend to clients in the reception area.
• Process incoming and outgoing mail.
• Notify clients of schedule changes.
• Prepare and maintain client files including; filing, tracking files, and archiving.
• Enter and update client information in applicable databases.
• Create invoices or documentation and secure payments for Ehrlo Counselling Services.
• Obtain authorization for purchase orders and invoices. Process, distribute, and track purchase orders and forward to accounting or external providers. 
• Develop, maintain, and update documentation and correspondence such as reports, letters, and forms. Complete all documentation clearly, accurately, and in a timely manner.
• Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
• Respond to escalated situations and direct appropriately when required.
• Create month-end billing summaries and submit claims to government programs and insurers.
• Ensure the reception area is tidy and presentable.

Leadership

• Provide leadership and training to new employees, practicum students, and volunteers.
• Display positive role modelling, agency values, and fairness.
• Ensure policies, procedures, and agency standards are being met.

Management of Resources

• Maintain office supply inventory and order office supplies as needed. Submit receipts and reconcile expenses for office supplies. 
• Ensure maintenance of office equipment and arrange for repairs and service as required.
• Facilitate the collection of budget projections and monthly budget reconciliations and forward to accounting.

Safety

• Maintain, promote, and reinforce safe work habits, practices, and procedures.
• Adhere to written or verbal agency and government regulations, policies, practices, and instructions.

At Ranch Ehrlo Society, we understand the importance of recognizing and rewarding the valuable contributions of our team members. That's why we offer a competitive total rewards package that goes beyond just salary. From comprehensive health and wellness benefits to opportunities for professional development and growth, we prioritize the well-being and success of our employees. Additionally, our package includes perks such as flexible work arrangements, recognition programs, and a supportive work culture that fosters collaboration and innovation.    

If you're ready to embark on an exciting journey where your skills and dedication will make a real difference, we want to hear from you! Join us in our mission to deliver exceptional services while fostering a supportive and inclusive workplace culture. Apply now on our website https://ehrlo.com/ to take the first step toward an enriching career with us!

Additional Requirements

• The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines. 

Wage range for this position is $21.25 to $27.83 hourly. If you have any questions, please contact Kim Siddons at kim.siddons@ranchehrlo.ca.

See job description