Receptionist & Administrative Assistant- Casual/On-Call (Re-Posting)

About Smithers Community Services Association

For more than 50 years, Smithers Community Services Association (SCSA) has served the Bulkley Valley and surrounding communities. While we are proud of our history, what truly defines us is our commitment to continuous improvement, innovation, and responding to the evolving needs of our community.

SCSA is a dynamic non-profit organization with an annual operating budget of approximately $5 million and a team of more than 60 employees. Through a diverse range of programs—including supportive housing, homelessness prevention, family support, settlement services, transportation, seniors' services, and community literacy—we work to create positive and lasting change.

Our work is guided by a commitment to being client-centered, accessible, inclusive, trauma-informed, and accountable. We value equity, diversity, inclusion, Reconciliation, collaboration, integrity, and continuous learning. Most importantly, we believe every individual deserves dignity, respect, and the opportunity to thrive.

If you are passionate about making a meaningful difference and share our values, we invite you to join our team and help build a stronger, more inclusive community. 

PROGRAM: Administration

POSITION: Receptionist & Administrative Assistant

JOB TYPE: Casual/On-Call

JOB POSTING #: JP-033-2026

WORK HOURS AND SCHEDULE: Hours and shifts will vary depending on organizational needs. Standard working hours are 7 hours, from 8:30 a.m. to 4:30 p.m., with a one-hour unpaid lunch break.

DATE POSTED: September 24, 2026 (Re-posted Date)

CLOSING DATE: Until the position is filled. *We will conduct rolling interviews and may close this position if suitable candidates are found. Early submissions are recommended. 

START DATE:  As soon as possible

SALARY RANGE: $26.00/hour - $28.00/hour (based on experience and qualifications)

NO: OF POSITIONS: 01

PROGRAM SUMMARY:

The Administration team provides centralized support to all programs and services across SCSA. The team helps ensure the organization operates effectively by supporting areas such as human resources, finance, information technology, facilities, governance, communications, compliance, and general administration. By coordinating these essential organizational functions, the Administration team enables program staff to focus on delivering high-quality services to clients and the community.

POSITION SUMMARY:

The Receptionist/Administrative Assistant serves as the primary point of contact for SCSA and provides reception and administrative support across the organization. Responsibilities include welcoming and assisting clients, visitors, staff, and community partners; answering and directing telephone calls and general inquiries; managing incoming and outgoing correspondence; coordinating mail, appointments, meetings, and office supplies; maintaining organized records and filing systems; preparing documents, reports, correspondence, and meeting materials; and supporting the day-to-day operation of the administrative office.

The position also provides administrative assistance to the Executive Director, Program Managers, Human Resources, Finance and the Board of Directors as required. This may include assisting with employee documentation, internal communications, meeting coordination, data entry, document management, social media handling and other confidential administrative tasks.

The role is funded 50% by BC Transit and therefore also provides administrative support related to transit operations, including responding to transit inquiries, maintaining records, preparing documentation, assisting with scheduling and reporting, and supporting communication between transit staff, management, passengers, and external partners.

REPORTING RELATIONSHIPS:

• Reports To: Admin Lead and Smithers & District Transit Manager
• Direct Reports: None

RESPONSIBILITIES:

1. Reception and Transit Support

• Create a welcoming environment for visitors, answer telephone calls, respond to general inquiries, and relay messages.
• Receive, dispatch, and document Smithers & District Transit calls and service inquiries.
• Schedule appointments and receive, sort, and distribute incoming mail, deliveries, and electronic correspondence.
• Maintain awareness of staff availability during working hours, particularly when employees are absent, out of the office, or working alone.

2. Administrative Support

• Provide administrative support to the Executive Director, Board of Directors, Program Managers, and staff as required.
• Prepare, type, format, proofread, scan, photocopy, file, and distribute correspondence, forms, reports, and other documents.
• Maintain organized paper and electronic records and assist with updating internal documents as directed.
• Attend meetings and prepare and circulate minutes when required.
• Work collaboratively with the other part-time Receptionist/Administrative Assistant and provide backup coverage to the Administration team.

3. HR, ED and Finance Support

• Assist HR, ED and Finance with scanning, filing, uploading, and organizing employee records, forms, policies, and training certificates.
• Prepare routine employee document packages, orientation materials, and staff communications as directed.
• Maintain confidentiality and ensure employee information is stored and handled securely.

4. Events and Communications

• Assist with agency events, including the Annual General Meeting, staff meetings, training sessions, and other organizational activities.
• Support the preparation of brochures, business cards, the annual AGM report, and other communication materials.
• Assist with maintaining SCSA’s social media accounts by preparing, scheduling, and publishing approved content and monitoring general inquiries.
• Support routine updates to the SCSA website as directed.
• Maintain the pamphlet display, bulletin board, SCSA scrapbook, and Photo Tree.

5. Office and Facility Support

• Order and organize office and kitchen supplies and maintain an appropriate inventory.
• Keep the reception, photocopying, filing, and kitchen areas tidy and organized.
• Maintain authorized door and alarm-code records and follow daily opening, closing, and security procedures.
• Work closely with the building cleaner and report facility, safety, or security concerns to the Executive Director.
• Assist with seasonal duties, including keeping walkways clear of snow and ice and watering outdoor hanging baskets.
• Report reception-related critical incidents and perform other related duties as required.

QUALIFICATIONS:

• Grade 12 graduation and a minimum of two years' experience in a similar position or a combination of relevant training and experience.
• Experience working with Microsoft Office 365 and office administration systems.
• Related training includes office administration or business management.

SKILLS AND ABILITIES:

1. Organization & Time Management

• Exceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment. 

• Strong attention to detail and commitment to producing high-quality, accurate administrative work. 

• Ability to prioritize routine administrative tasks while responding effectively to changing operational needs. 

2. Communication & Interpersonal Skills

• Excellent verbal and written communication skills with the ability to interact professionally and respectfully with participants, staff, community partners, contractors, and the public. 

• Strong customer service skills with the ability to respond to inquiries in a courteous, timely, and solution-focused manner. 

• Ability to work collaboratively as part of a multidisciplinary team while supporting a positive workplace culture. 

3. Administrative & Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and the ability to quickly learn new software and information management systems. 

• Experience maintaining electronic and paper filing systems, scheduling software, inventory records, and administrative databases. 

• Ability to prepare reports, spreadsheets, meeting minutes, and other administrative documentation with a high level of accuracy. 

4. Problem Solving & Judgment

• Strong organizational problem-solving skills with the ability to identify administrative issues, recommend practical solutions, and improve workflow efficiency. 

• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion. 

• Ability to work independently with minimal supervision while recognizing when issues require management direction. 

5. Adaptability & Professionalism

• Dependable, adaptable, and able to manage competing priorities in a dynamic supportive housing and shelter environment. 

• Commitment to maintaining a professional, organized, and service-oriented workplace. 
• Demonstrated flexibility and willingness to support the operational needs of the program as required.

ADDITIONAL REQUIREMENTS:

• Must be legally authorized to work in Canada
• Understand and be committed to terms of confidentiality and sign a pledge of confidentiality.
• Undergo a Criminal Record Check
• Possess a valid Class 5 Driver’s License.

The Smithers Community Services Associations ensures equitable, objective hiring processes based on merit.  Committed to diversity within our community and our staff, we welcome all applications, including those from visible minority members, Indigenous persons, persons with disabilities, persons of any sexual orientation or gender identity, and other individuals not listed here who may contribute to our inclusive practice and the further diversification of ideas.

REVISED DATE: August 2026

ID: JD-2026-017