Administrative Assistant

Administrative Assistant

·        Pay Rate: (flexible)

·        Location: Toronto ON

·        Contract Length: 2 months

We at Raise are hiring right now for one of our Government Sector Clients. If you’re interested, apply below for your chance to join a great place to work. 

RESPONSIBILITIES

1. Screens and responds to general telephone inquiries from the public, clients, suppliers, staff and external agency representatives. Relays messages, records details and refers to appropriate individual. Personally responds to routine calls.
2. Accesses the Child Protection Information Network (CPIN) to update information, create Intakes, perform administrative replacements, and upload scanned documents.
3. Types from written or dictated information a variety of material such as memos, letters, schedules, lists, and minutes. Completes various templates and forms, including court forms, adoption placement and finalization documents. Occasionally composes correspondence.
4. Prepares and updates reports and statistical records, using database/spreadsheet applications.
5. Maintains and updates filing system; forwards documents to Records Department as directed.
6. Performs a variety of administrative duties as required, such as: opens, logs and distributes mail and faxes; places advertisements in newspapers; photocopies, scans and faxes material; maintains office supplies (including Comfort Kits); books rooms; schedules meetings; manages calendars; arranges for couriers, etc.
7. Provides support to staff with computer and technology applications.
8. Advises Supervisor of any problems in the execution of administrative and team responsibilities and participates in the planning for resolution of problems.
9. Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
10. Provides support to the Resource Parent Inquiry and Resource Parent Recruitment functions.
11. Acts as back-up to other clerical or reception positions ensuring adequate coverage.  
12. Performs other duties as required in support of Adoption Services.
13. Complies with the Society’s financial policies and procedures by using sound judgment in consideration of financial resources. This may include preparing payment requisitions and managing petty cash.
14. Acts in accordance with and incorporates Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
15. Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation.
16. Performs other tasks as required.

QUALIFICATIONS

Education and Experience

• Secondary School Diploma, plus 2 years recent administrative experience; or
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Knowledge and Skills

• Proven ability in keyboarding and using computer systems including Microsoft Office applications.
• Demonstrates ability to work with confidential materials.
• Ability to work patiently and co-operatively with all stakeholders.
• Effective and pleasant communications skills, including excellent telephone manner.
• Ability to cope with job pressures originating both internally and externally.
• Ability to work independently.
• Excellent customer service and organizational skills, flexible and able to adapt to the changing needs of the team and the branch and work in a fast-paced, high-pressure setting.
• Ability to be an active and effective member of the branch administrative assistant team as well as service teams.
• Demonstrated initiative, problem solving and de-escalation skills.
• A good understanding of Branch and Agency systems and procedures.
• Proficiency in a second language an asset.