Employment Services Centre Sustainment & Resource Assistant

Under the direction of the Community Campus Manager and in cooperation with the Employment and Education Advisors, this position is responsible for sustainment and resource support for the Mackenzie Employment Services Centre.

Resource Room Work
• Answer telephone and respond to enquiries or forward messages.
• Interact effectively with clients.
• Provide clients with access cards.
• Provide information about and a detailed orientation of all centres' resources and programs.
• Support and monitor clients with Centre resources.
• Provide support for clients with telephones, faxing, photocopying, and emailing.
• Assist clients with resume and cover letter preparation and production, explain and demonstrate basic computer, Word, and formatting to centre clients to aid in resume and cover letter preparation and production.
• Create client resumes for clients with limited computer skills.
• Follow up on clients for reporting purposes.
• Advise clients on financial aid availability.
• Advise clients with financial aid form completion.
• Determine the needs of the client and establish which agency best meets the clients' needs.
• Direct and assist clients to appropriate resources and/or services.

Data Entry Work
• Assist clients with detailed intake forms required for Ministry contract, completing employment readiness information questionnaires as directed.
• Accurately enter client intake information into Ministry client management system and assign to a worker.
• Collect and compile accurate data for reporting purposes both internal and for the Ministry.
• Create and maintain detailed spreadsheets regarding clients, including client totals, ICM stats, job totals, and other key performance measures.
• Provide support for case managers by following-up with clients for updates, entering data and uploading reports/attachments to ICM.
• Contact sustainment clients every 2 weeks and for 4, 24, and 52 week follow-ups and update databases based on contact.
• Provide daily, weekly, monthly reports to Regional Principal and partners as needed.

General Duties
• Photocopy, file and fax.
• Scan and electronically file all documents needed for clients and advisors
• Schedule and coordinate appointments for Employment and Education Advisor(s) and supervisor
• Document preparation.
• Set-up and maintain database(s) for all relevant Centre functions.
• Support the maintenance of Job Postings.
• Maintain awareness of current employment and education trends.
• Maintain resource areas; updating materials, organizing resources, etc
• Make coffee/ice, purchase/fill snack bowl and keep coffee area clean and tidy.
• Be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities.
• Promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Attend workshops/webinars when necessary
• Other related duties as assigned

Marketing Backup
• Create and prepare promotional materials including advertising for print and web-based publications.
• Take and collect pictures of clients, events, Service Providers, and employees for marketing purposes
• Assist with Facebook maintenance i.e. write-ups and uploading of posters, pics, etc

• Recognized one (1) year certificate in/minimum one year Administrative Assistant certificate or higher
• Certification as a Resume Strategist or equivalent training
• 2 years or more experience in an office setting

• Proven ability to work with complex database systems
• Professional telephone manners and techniques
• Excellent communication skills
• Ability to work calmly and courteously under pressure
• capacity to problem solve in time sensitive situations
• Ability to maintain confidentiality
• Excellent organizational skills
• Good interpersonal skills
• Ability to assist clients with educational and employment search activities
• Advanced computer skills, word processing, database, and spreadsheet including problem-solving computer systems
• Keyboarding 40 wpm
• Excellent proofreading skills with demonstrated data quality experience
• Ability to prioritize workload
• Ability to work with minimal supervision
• Willingness to learn
• Positive attitude