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Job Details

Job Number:  45756
Job Posted: Monday, 25 June 2018
Closing Date: Wednesday, 15 August 2018
(37 days ago)
Youth Empowerment & Support Services (YESS)
Region: Edmonton area Type: Full time
Location: Edmonton Salary: (not entered)

Job Description



Purpose:  Provide professional service to all Agency visitors, clients, donors and ensure the smooth handling of the phone system.

Accountability:  Executive Assistant


70 %

Duty A:  Handle Agency phone system and Reception security


Task A1.         Greet visitors and clients in a professional manner

Task A2.         Maintain front desk security and ensure doors are locked when required

Task A3.         Adhere to visitor sign-in procedure as per policy manual

Task A4.         Answer and redirect calls to appropriate departments and programs

Task A5.         Ensure program related phone calls are directed to appropriate staff

Task A6.         In times of emergency evacuation of building and regular fire drills, ensure phone system is transferred to appropriate program

Task A7.         Keep a record of all phone calls, deliveries and courier transactions

Task A8.         Ensure Agency confidentiality is maintained in the presence of visitors

Task A9.         Monitor phone issues and inform IT provider of same

Task A10.      Set up voice mail and keep Agency voice mail up-to date

Task A11.      Ensure Agency phone lists are up to date

Task A12.      Train volunteers and other staff members on reception duties

Task A13.      Ensure Reception area and main entrance is tidy

25 %

Duty B:  Administrative duties and handling donations


Task B1.         Process and distribute all in-coming mail

Task B2.         Receive and record monetary and in-kind donations; where no value has been assigned, assign a value

Task B3.         Ensure cash and cheque donations are given to appropriate staff in a timely manner

Task B4.         Check all in-kind donations for sharp items, gift cards etc. ensure gift cards are sent to Executive Assistant and sharps put away securely

Task B5.         Coordinate with Facilities Department for movement of in-kind donations, and page all staff for assistance with large donations

Task B6.         Arrange for courier services

Task B7.         Ensure an adequate supply of in-kind donations, forms and other applicable forms and courier documentation forms are available at Reception at all times

Task B8.         Maintain adequate supply of business cards at Reception, and notify individual staff when their cards are depleted

Task B9.         Provide administrative support as necessary in the preparatory stage and after, for Agency events

Task B10.      Enter donations-in-kind in @Ease database, issue receipts and send out thank you letters to donors

Task B11.      Assist with maintaining accurate donor information in @Ease

Task B12.      Assist with entering monetary donations in @Ease, issue business and charitable donation receipts and distribute to donor relations staff, as appropriate

Task B13.      Assist Donations and Office Systems Coordinator with projects as required

Task B14.      Assist other Agency departments with tasks that could handled at reception as needed

2 ½ %

Duty D: Develop Personal and Professional Competencies


Task D1.        Provide a professional level of service to donors

Task D2.        Promote the Agency in a positive manner to the outside community

Task D3.        Participate in training opportunities and “shadow shifts”

Task D4.        Participate in supervision and annual performance appraisals, including the completion of self-appraisals

Task D5.        Identify new personal development opportunities and maintain an involvement in ongoing professional development

Task D6.        Participate in mandatory staff training, team meetings, staff meetings and annual staff retreat


2 ½ %

Duty E: Promote a Commitment and Dedication to the Work of YESS


Task E1.         Participate in fundraising activities as required

Task E2.         Perform other duties as assigned


Knowledge, Skills and Abilities, Personal Attributes and Other Requirements

Knowledge/Education: Essential



Knowledge: Desirable



Skills/Experience: Essential



Skills/Experience: Desirable


Non-profit organization experience

History of professional development

Excellent spelling and grammar


Personal Attributes: Essential

Good people skills and team worker and tactful and diplomatic

Well organized and attention to detail

Work without supervision

Good verbal & written communication skills

Flexible and able to deal with ambiguity

Able to multitask

Self-starter and show initiative

Creative problem solver

Able to work under pressure and good time management skills


Personal Attributes: Desirable



Other Requirements: $1 million PLPD (see Policy Manual)

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please send all resumes and cover letters to .
Contact Details:
Human Resources
Youth Empowerment & Support Services (YESS)
9310 82 Avenue
Edmonton, AB, T6C 0Z6

Tel: 780-468-7070
Fax: 780-466-1374

 Thanks for looking on WorkInNonProfits.ca and good luck with your job search!

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