Administrative Assistant, Community Action Program For Children (Capc)

CATULPA COMMUNITY SUPPORT SERVICES INC.
Job Posting Competition Internal/External #441-2024-25
Fulltime, Permanent, 35 hours/week

POSITION:Administrative Assistant, Community Action Program for Children (CAPC)
LOCATION: Barrie, ON

PURPOSE OF POSITION:
To support the Simcoe County CAPC Program Manager and programs with administrative tasks.

STATEMENT OF MAJOR RESPONSIBILITIES:
Funding Applications and Program Reporting

• Support the completion of several annual funding applications
• Support quarterly and annual program reporting

Data Analytics and Information Management

• Use client database software (EMH Ware) to track and project program activities and participation, including demographic assessments
• Conduct data analysis and statistical reporting for program planning and funders
• Develop database forms and reports to expand reporting as necessary (with IT)
• Use survey tools to gather and assess feedback from stakeholders
• Organize and manage the CAPC shared folders

Accreditation Compliance

• Draft and update CAPC policies and procedures as needed
• Support staff compliance with CAPC policies and procedures review
• Maintain local staff emergency contact information
• Draft and update job specifications

Financial Processes and Asset Tracking

• Acquire, deploy, and track the distribution of a high volume of grocery gift cards
• Track vendor accounts and small contracts
• Process invoices to the Financial Department
• Track other assets such as keys, promotional merchandise, etc.

Social Media Support

• Monitor inbox and comments/reactions on social media (Facebook, Instagram)
• Collaborate with Team Lead to support communication and promotion to participants.

Assistant to the CAPC Program

• Receive and process participant intake forms, check eligibility and share updates.
• Work with Registered Dietitian to maintain program files on a regular basis
• Develop Program forms, as required.

Assistant to the CAPC Program Manager

• Support Program and Project Coordination
• Attend occasional meetings and speaking engagements
• Assist with organization and registration for training

General Administrative Support:

• Respond to inquiries (phone, text, email) and provide direction and resources, as required
• Prepare meeting agendas and minutes
• Draft correspondence
• Schedule meetings, organize conference registrations, order supplies, arrange deliveries
• Be aware of and adhere to Health & Safety Policy Rules & Regulations, referring concerns to the Program Manager, as necessary.
• Adhere to agency and program policies and procedures
• Other related duties, as assigned.

QUALIFICATIONS
Education & Experience

• 1-2 years of post-secondary education preferably in office administration
• 1-2 years of office administration in the social services sector or related field
• Experience with funding applications and associated reporting preferred

Knowledge and Skill Level

• Proven ability to provide a high level of administrative duties in a professional and efficient manner.
• Demonstrate skill in decision making, problem solving, and collaboration as a team member
• Demonstrate discretion, tact, and courtesy, in relation to colleagues, participants, and the handling of confidential material.
• Experience in a non-profit setting, with multicultural and diverse populations is considered an asset.
• Proficient with a variety of computer and database programs, Microsoft Office, Zoom, TEAMS and social media platforms.
• Demonstrate well developed interpersonal, written, and oral communication skills
• Ability to organize and prioritize workload and thrive in a fast-paced environment
• Possesses a high level of analytical skills/knowledge
• A working knowledge of French and/or any additional languages is beneficial

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

Additional Program information may be found at:
CAPC Website: Catulpa CAPC Facebook: Facebook Simcoe County CAPC CPNP (@simcoecountycapc) • Instagram photos and videos

This position is within the Bargaining Unit.

Salary Rate Range: $44,189.00 - $49,420.00 annually
Plus a generous Employee Benefit Package, including Wellness Program, Employee Assistance Program, Pension Plan & Health and Dental Plan.

Date of Posting: April 3, 2024
If you are interested in this position please apply by 4:00pm on April 15th
by uploading your resume via the BambooHR link provided below:

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.