Administrative Assistant
Pay Rate: Flexible
Location: Toronto, Ontario
Contract Length: 3 Months
We at Raise are hiring right now for one of our 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. Conducts, in an efficient manner, accurate record searches using legacy, Child Protection Information Network (CPIN) and FastTrack to create Intakes based on information provided by protection workers.
3. Accesses and updates information using the Child Protection Information Network (CPIN).
4. Types from written or dictated information a variety of material such as memos, letters, schedules, lists and minutes. Occasionally composes correspondence.
5. Prepares and updates reports and statistical records using database/spreadsheet applications, including maintaining comprehensive records of all case transactions within the branch.
6. Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
7. Acts as back-up to other clerical or reception positions ensuring adequate coverage.
8. Provides support to staff with computer and technology applications.
9. Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.
10. 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; books rooms; inputs information in the Children’s Transportation Centre (CTC) system; maintains team meeting, supervision and case assignment schedules; completes agency forms, etc.
11. Acts in accordance with and incorporates the Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
12. Complies with Society’s financial policies and procedures by using sound judgment in consideration of financial resources. This may include preparing payment requisitions, managing petty cash and TTC fare distribution.
13. Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation.
14. Performs other tasks as required.
QUALIFICATIONS
Education and Experience
1. Secondary School Diploma, plus 2 years recent administrative experience; or
2. An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Knowledge and Skills
1. Proven ability in MS Office, computer software and video meeting software.
2. Demonstrates ability to work with confidential materials.
3. Ability to work patiently and co-operatively with all stakeholders.
4. Effective and pleasant communications skills, including excellent telephone manner.
5. Ability to cope with job pressures originating both internally and externally.
6. Ability to work independently.
7. 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.
8. Ability to be an active and effective member of the branch administrative assistant team as well as service teams.
9. Demonstrated initiative, problem solving and de-escalation skills.
ASSETS
A good understanding of Branch and Agency systems and procedures.
Knowledge of Adoption Services documentation procedures.
Proficiency in a second language.
Looking for meaningful work? We can help
Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.
We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.
We have a dedicated webpage for accommodations where you can learn more about what we offer, and request accommodation: https://raise.jobs/accommodations/
In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at +1 800-567-9675 or hello@raiserecruiting.com