Receptionist

Calgary Legal Guidance Society - Calgary, AB (5 months ago)

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JOB POSTING

Calgary Legal Guidance

RECEPTIONIST POSITION

Company Overview

Calgary Legal Guidance (CLG) is a charitable society established in 1972 to provide legal advice and assistance to low-income people in Calgary and area with family, criminal, immigration, civil, and other poverty law matters that are not covered by Legal Aid. Thousands of clients are assisted each year through evening clinics staffed by volunteer lawyers, with follow-up help and representation provided by the senior staff counsel, program lawyers, pro bono lawyers, articling students and, during the summer months, law students. CLG offers specific programs in the areas of family law/domestic violence, homelessness, seniors’ issues, social benefits, and immigration.

The Role

This is a full time receptionist position reporting directly to the Operations and Communications Manager with accountability to the Senior Legal Assistant.

This position will be the Receptionist and first point of contact for the organization and will perform administrative tasks that support the Intake process, data entry, and contribute to client hospitality and the streamlining of office operations. As the first point of contact, this position will interact with clients, intake officers, lawyers, law students, advocates, legal assistants and various external organizations and must maintain positive contact with the general public.

Primary Functions and Accountabilities

Provide professional etiquette, hospitality, and representation of CLG within and outside the organization at all times
Greet clients, volunteers, stakeholders and all visitors when they arrive and deal with queries or connect them with the appropriate person
Perform open/close duties at the front desk, including locking and unlocking of front doors
Preserve office security by following safety procedures and controlling access via the front desk
Manage, answer and direct calls on a multiline phone system in a timely and polite manner
Tidy and maintain the reception and waiting room area ensuring it is a presentable and welcoming environment
Maintain and replenish brochures and relevant materials in reception area as well as volunteer resource area
Monitor and manage the main CLG email; forward messages appropriately
Complete data entry from client clinic surveys and follow up surveys
Ensure knowledge of staff movements in and out of organization (Fire Warden for main floor of the organization)
Receive, sort and send mail and deliveries including couriers
Assist in monitoring and maintaining office equipment
Order office supplies and keep inventory of stock on hand (supply orders, paper, toner)
Act as the point of contact for building management, and security on the main floor
Make conference travel arrangements
Provide other general administrative and clerical support as required

The Candidate

The successful candidate must possess the following qualifications:

Certificate in office administration
2+ years related experience in office management, administration or reception capacity
Strong computer skills, confidence with Microsoft Office suite
Exceptional customer service skills and professional phone and in person manner
Trauma informed training and/or experience working with distressed people is considered an asset
An equivalent combination of education and experience will be considered

PERSONAL CHARACTERISTICS

Must possess strong interpersonal skills to establish and maintain effective working relationships internally and externally
Ability to speak an additional language, including Indigenous languages, is considered an asset
Ability to express ideas clearly and effectively, orally and written
Approachable, friendly, welcoming, and professional
Excellent communication and command of English, oral and written
Proficiency in windows based software and other standard office technology
Ability to work independently and set priorities
Excellent organizational and time management skills
Exceptional attention to detail to ensure assignments are completed with accuracy
Ability to troubleshoot general office equipment/phone issues
Ability to remain calm when dealing with difficult people or sensitive issues
Committed to promoting a safe work environment for self and others
Maintain confidentiality at all times

What we Offer

Calgary Legal Guidance (CLG) is proud of our fun, diverse, professional, and energetic workplace culture. We offer a healthy and positive career-life balance that values the contribution of all staff, an on-site gym, weekly in house yoga classes and your birthday day off! We invite all qualified candidates to apply.

Please forward your resume and cover letter with your expected salary by 5pm MST on April 30th, 2019 to the attention of: Nikky Zeleniski, Operations and Communications Manager at careers@clg.ab.ca.

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. No phone calls please.