Administrative Assistant
· Pay Rate: (flexible)
· Location: Toronto ON
· Contract Length: 4months
Work Type: Hybrid
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. Seeks legal advice from Legal Services or Ontario Court of Justice regarding queries on legal documents and procedures.
5. Updates client/agency records, and forwards registration of placement to Ministry as well as Director’s consents.
6. Maintains the internal system for approval of Reports on the Adjustment of the Children in Care. Create and maintains an internal system for tracking Interagency Agreements.
7. Prepares and updates reports and statistical records, using database/spreadsheet applications.
8. Maintains and updates filing system; forwards documents to Records Department as directed.
9. Coordinates and supports the Ontario Permanency Funding program: sets up new files; liaises with Corporate Services to ensure payments are made; prepares cheque requisitions; prepares, distributes and tracks annual reviews, compiles statistics and handle inquiries from families and service providers.
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 (including Comfort Kits); books rooms; schedules meetings; manages calendars; arranges for couriers, etc.
11.Provides support to staff with computer and technology applications.
12.Advises Supervisor of any problems in the execution of administrative and team responsibilities and participates in the planning for resolution of problems.
13.Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
14.Acts as back-up to other clerical or reception positions ensuring adequate coverage.
15.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.
16.Acts in accordance with and incorporates Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
17.Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation.
18.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 with all stakeholders.
- Ability to work independently.
- Effective communications skills, including excellent telephone manner.
- Ability to cope with job pressures originating both internally and externally.
- 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.
- Demonstrates initiative and problem solving 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 orhello@raiserecruiting.com