About the position

Performs a variety of administrative support functions including clerical tasks, monitoring expenditures, data entry, records management, and invoice reconciliation for a program, department, and/or manager. Provides input to the development of policies, procedures, and practices.

Responsibilities

• Performs clerical duties such as screening incoming materials, managing schedules, arranging meetings, taking minutes, composing correspondence, and making basic updates to websites or databases in accordance with established procedures.
• Performs word processing duties such as inputting client information, maintaining relevant spreadsheets, and updating manuals. Prepares medical, legal, or other reports, charts, tables, letters, presentation material, newsletters, from rough draft, general instruction, and/or other methods, using software applications such as word processing, spreadsheets, graphics, and databases. Proofreads documents as required.
• Inputs names, dates, and other predefined information into contract templates or spreadsheets; ensures accuracy of entered information and forwards for leadership review and approval.
• Processes and monitors expenditures by performing duties such as initiating documents for purchases (e.g., purchase orders, requisitions) and forwarding for approval as required, verifying coding and calculations, reconciling invoices, following up on discrepancies and anomalies, and initiating modifications as required.
• Coaches administrative staff by performing duties such as assigning work, providing feedback, orienting new staff in collaboration with Leadership and Admin V staff.
• Provides input into the development and evaluation of program policies, procedures, or practices.
• Answers inquiries and addresses issues from a variety of sources such as clients, community partners, staff, and the public.
• Gathers and compiles information as required, such as client information and statistics. Researches, organizes, and summarizes information for reports.
• May participate in regular rotation of reception coverage, and as needed basis.
• Physically present in the office a minimum of 4 days each week.
• Eligible for work flexibility with minimum of 4 days/week in office. Hybrid schedule is subject to operational requirements and/or change based on corporate policy.
• Other related duties as assigned

Requirements

• Grade 12
• Office Assistant Program Certificate
• Recent related experience of three years, Or an equivalent combination of education, training, and experience, Or other qualifications determined to be reasonable and relevant to the level of work
• Ability to communicate effectively, both verbally and in writing, including business writing skills
• Physical ability to carry out the duties of the position
• Working knowledge of MS Word, Excel, Outlook, and Power Point
• Basic knowledge or the ability to learn how to work within a Client Relationship Management system such as Salesforce
• Ability to work independently and cooperatively with others
• Ability to establish and maintain rapport with clients, families, and community partners
• Ability to operate related equipment and type at 60 WPM
• Ability to plan, organize, and prioritize
• Ability to multi-task, be flexible, and creative
• Knowledge of general office procedures
• Ability to analyze, resolve problems, and do basic mathematical calculations
• Appointment subject to satisfactory completion of a criminal records check