Administrative Assistant, Adult Services

Catulpa Community Support Services Inc.

Job Posting Competition: Internal/External #439-2023-24
Full-Time, 35 hours/week, Permanent.

POSITION TITLE:Administrative Assistant, Adult Services
LOCATION: Barrie

PURPOSE OF POSITION
Perform all Secretarial, Reception, Clerical and Administrative tasks in programs throughout the agency.

STATEMENT OF MAJOR RESPONSIBILITIES

• Answer incoming phone calls, which includes responding to general inquiries about Catulpa and programs offered, and providing alternate community resources as required
• Provide phone coverage for team members, responding to inquires and redirecting as required
• Complete administrative duties, including room bookings, creating business correspondence, and maintaining office supplies.
• Provide statistical reports for quarterly reporting to funders
• Create and maintain filing systems, ensuring all materials are appropriately marked and filed
• Receive referrals, provide updates and prepare submissions through external databases
• Complete opening and closing of client record in client management system
• Ensure that client documents are retained in client file system
• Assist in the creation of promotional materials and program documents
• Actively participate in relevant agency committees
• Assist Manager and staff with data systems and computer applications, being a resource to those who need support
• Participate in regular supervision, performance appraisals, and team meetings
• Assist with organization and registration of training events
• Participate in special events as requested
• Demonstrate knowledge and skill in decision making, problem solving, and participating as a team member
• Adhere to all agency standards, policies, and procedures.
• Be aware of and adhere to Health and Safety Policy Rules and Regulations.
• An organized and accurate electronic clinical record will be maintained that demonstrates the provision of services, establishes accountability, and enable the evaluation of service quality for all persons served
• Demonstrate respect for and builds on the culture of the individual/family, such as values, preferences, beliefs, heritage, and identity as described by the person/family
• Carry out other duties as assigned

QUALIFICATIONS:

Education and Experience:

• Proven ability to be provide administrative support in a professional and efficient manner; minimum one year general office experience
• Proficient in the use of Microsoft Office
• 1-2 years relevant post-secondary education

Knowledge and Skill Level:

• Understanding and knowledge of the service delivery system for Simcoe County
• Discretion, tact, and courtesy, in relation to colleagues, clients, and the handling of confidential material.
• Demonstrate well developed interpersonal, written, and oral communication skills
• Ability to communicate effectively
• Ability to organize and prioritize workload
• Ability to take initiative in raising administrative issues with supervisor, and/or at a team level
• Ability to participate as a team member
• A working knowledge of the French Language is beneficial

Valid driver’s licence, access to a reliable vehicle, and sufficient insurance.

This position is a Bargaining Unit position
Hourly Rate Range: $23.34 to $24.62 per hour, plus a generous Employee Benefit Package, including a Pension & Health and Dental Plan.

Date of Posting: February 29, 2024

If you are interested in this position, please apply by 4:00pm on March 8, 2024

We are an equal opportunities employer.

Where needed, accommodations for disabilities will be made available upon request.

Only those applicants selected for an interview will be contacted.