Administative Assistant

Administrative Assistant, Employment Services – Peel

Summary

Achev Administrative Assistant for Peel Employment Ontario will provide centralized administrative duties for the Employment Services program. Reporting to the Malton, Employment Services Coordinator, the Administrative assistant will be responsible for pre-screening and scheduling client appointments, preparing statistical reports, and providing administrative support.

Duties & Responsibilities

Enthusiastically welcome and direct clients to the appropriate level of service by applying comprehensive knowledge of Employment Services, community programs, resources and networks
Handle walk-in, telephone, website and other online inquires; quickly assess clients initial employment service needs and effectively communicate relevant next steps
Pre-screen clients for Achev services and the eligibility for Employment Ontario Employment Services
Assess client eligibility requirements and schedule intake appointments for all eligible clients and collect the required general information and consent
Assist clients with computer usage and Internet based services
Assist clients by providing general information and referral to other community services
Use designated reporting systems, such as OneClient, CETRA, EOIS-CaMS and CaseFLO, to upload data as required
Contact clients to follow up on request for service, event reminders and related follow up activities
Collect, review, data entry and evaluate client information and service information with reference to Service Delivery Guidelines and appropriate client pathway including referrals to other community programs and services
Assist with quality control of client files by verifying accuracy of data entered by staff and notifying coordinator of discrepancies/concerns
Ensure all equipment is functional and maintain up to date job postings and appropriate community resources
Track client inquiries, identify opportunities, and make recommendations related to improve services and to provide value-added services
Support the Employment Service team with administrative services including general office administrative supports, data collection and entry, maintenance of databases, preparation of statistical reports, Schedule meetings and book meeting rooms
Manage and order office and other supplies, handle invoices, opening and distribution of mail
Work with Coordinator on any facilities issues
Maintain an organized and productive work environment
Other duties as assigned.

Qualifications

Minimum of 2 years of Administrative work experience
Second language, Hindi or Punjabi would be an asset
Minimum 2+ years of experience in a fast-paced professional environment handling multiple priorities

Excellent technology skills (MS Office Suite, Google Suite, DocuSign, Adobe Acrobat, SurveyMonkey, etc.) and aptitude to learn new technologies autonomously
Excellent communication skills, both verbal and written
Ability to follow guidelines and procedures for standardized outputs
Proven ability to act professionally and maintain confidentiality, ensuring sensitivity to the needs and interests of project stakeholders
Proven organizational skills coupled with the ability to handle multiple tasks, meet deadlines, and report on the status of work when requested
Proven ability to apply sound judgement and work with limited supervision
Ability to be flexible and excel in a fast-paced environment characterized by changing priorities

Not-for-profit or settlement sector experience an asset