Administrative Clerk (Canada Summer Job)

Location: Medicine Hat

Position: Administrative Clerk (Canada Summer Job)

Employment Type: Fixed Term Contract – 8 weeks 

Salary: $17 per hour 

About the Organization
Unison at Veiner Centre is a non-profit organization located in Medicine Hat.  Dedicated to enhancing life for older Albertans, Unison at Veiner Centre offers an exciting opportunity to engage in meaningful community development and build a career in the charitable sector. 

Duties & Responsibilities

Client Services

MOW
• Receive intakes, schedule volunteers and place meal orders.
• Enter data for new clients (routes, directions, generating meals).
• Enter client’s information into the database, ensure accuracy when entering data, review and close files as needed and uphold industry standards.
• Send out new client packages.
• Communicate with the Food Services Supervisor about any changes to meal plans or dietary needs.
• Prepare and submit the daily orders for standard meals within specified timelines.
• Ensure follow-up is completed and recorded daily with all meal clients not home at time of delivery.
• Print route sheets for volunteers.
• Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
• Keep records of communications with volunteers.
• Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed.
• Notify Program Manager of any escalated issues.

Transportation
• Receive intakes, schedule volunteers, and accept payment for ride tickets.
• Maintain accurate volunteer records including but not limited to total number of trips completed, restrictions, vehicle descriptions, incidents and availability.
• Provide optimal customer service and professionalism when assisting clients. Keep accurate records of all requests.
• Keep records of communications with volunteers.
• Follow “Not Home” protocols and ensure appropriate documentation, escalation and follow-ups are completed.
• Notify Program Manager of any escalated issues.

Reception
• Greet and sign in Veiner Center members.
• Offer and conduct tours of the Veiner Centre.
• Answer any in-person questions.
• Answer telephone calls or emails and direct them as required.
• Process and accept payments for memberships, classes or rentals.
• Take appointment bookings and registrations for programs.
• Complete financial reconciliation at days end.
• Operate the photocopier as requested.
• Alert staff when their client arrives.

Administration
• Cross train in MOW, Transportation, Active Aging and Reception to staff if vacation coverage or sick leave is needed.
• Provide vacation coverage and other related duties as assigned.
• Support the Program Manager in areas of volunteer training, data entry, security and background checks, and compilation of the volunteer manual.
• Responsible for ensuring excellent customer service, being proactive in identifying problems, and able to multi-task.
• Maintain confidentiality in client and Unison Assembly business.
• Wear attire appropriate to the position.

Experience gained and skills learned:
The youth will have the opportunity to learn the following hard and soft skills:

Hard skills:  
• Computer Proficiency (Intermediate level)
• Word processing
• Excel spreadsheets
• Outlook
• Teams/SharePoint
• PowerPoint
• Canva
• Zoom and other networking platforms.
• Serve Tracker – Meals on Wheels database
•  Home Base – volunteer database

Soft Skills
• Communication skills
• Work as a team within the organization and within the community.
• Good administration skills including time management, detail oriented and organized.
• Strong written and verbal skills
• Able to work independently and show initiative.
• Comfortable presenting in front of people
• Nonjudgmental/empathetic
• Facilitation skills
• Knowledge of local, provincial, and federal resources for seniors

Qualifications Required: 
Applicants should meet the following criteria to be eligible for the Canada Summer Jobs program:
• Age between 15 to 30 years
• Be a Canadian citizen or Permanent Resident (International students are not eligible)

Competencies:  
• Work as a team within the organization and within the community.
• Good administration skills including time management, detail oriented and organized.
• Strong written and verbal skills
• Able to work independently and show initiative.
• Nonjudgmental/empathetic

Computer Proficiency (Intermediate level)
• Word processing
• Excel spreadsheets
• Outlook
• Teams/SharePoint
• PowerPoint
• Canva
• Zoom and other networking platforms.

Working Conditions
Summer youth are required to work 8 weeks, 35 hour/week. Hours will be 8am to 4pm or 8:30am to 4:30pm including a one hour of unpaid lunch break.

How to Apply
Please submit your resume to careers@unisonalberta.com

Unison is an equal opportunity employer. All applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability.