Administrative Assistant

Administrative Assistant

·        Location: Toronto ON

·        Contract Length:1 months

MAJOR 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 and updates information using the Child Protection Information Network (CPIN) to update information 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 forms and templates and occasionally composes correspondence.
4. Assists protection workers in obtaining birth certificates, including preparing documents and tracking progress.
5. Arranges transportation for clients, including inputting and managing information in the Children’s Transportation Centre (CTC) system.
6. Prepares and updates reports and statistical records using database/spreadsheet applications.
7. Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
8. Acts as back-up to other clerical or reception positions ensuring adequate coverage.  
9. Provides support to staff with computer and technology applications.
10. Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.
11. 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; maintains schedules for case aides and family support workers, etc.
12. Maintains and updates filing system; forwards documents to Records Department as directed.
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, managing petty cash and TTC fare distribution.
14. Acts in accordance with and incorporates the 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.

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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.

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