The Intake Worker/Administrative Coordinator provides support and customer service and information for the CJS team as well as the community members and the public. This role’s primary responsibility is to do intake for the services provided, process payments and provide clients with information regarding the services they have purchased.

GENERAL RECEPTION:
• Answer all telephone inquiries regarding Corrections & Justice Services programming and where necessary direct calls appropriately
• Contacting Ontario Works workers and providing information regarding programs and payments
• Answering inquiries and information to Community Partners (lawyers, crowns, Parole Officers)
• Order office supplies as required and maintain supply of inventory, ensuring office supplies are cost effective to ensure budget compliance
• Design and generate forms when required
• Prepare Travel Warrants and donations spreadsheets monthly

PROGRAM INTAKE – IN-PERSON/ONLINE REGISTRATIONS:
• Verify and review all required information/documentation on the program Intake form is completed and the client acknowledgement is reviewed with each client
• Communicate to clients regarding program requirements, program start dates/time, program restart dates, required fee payments/receipts, and format of the delivery of the program etc.
• Update the client online intake form with program start dates/time, payment information, and successful completion of the program daily
• Daily processing and verifying payment for the programs (cash, debit or credit) and issue receipts
• Moneris transactions and Online Registrations are to be confirmed daily
• Complete program log sheet daily with all registered clients, programs, and fees
• Prepare and provide the facilitator with program registration packages for each program, one day prior to program
• Notify/update Community justice partners when programs are full and the next available date for each program weekly
• Provide clients with letters of completing programs when corticates have been misplaced or lost

PROGRAM BINDERS:
• All registrations are to be filed in the Program Binder under the Program date and logged onto the Program face sheet, not exceeding maximum total of participants per program File completed program package, update information on the online program registrations

OTHER DUTIES:
• Provide support to the facilitators when required
• Collect statistics for program registrations and provide this on a monthly basis to Program Manager
• Other duties as assigned

Education/Certifications:

• Post-Secondary Education in Office Administration required, preferably a Diploma Program, Community College or University Program or combination of experience and education

Experience:

• Minimum 3 years previous administrative experience

Required Skills/Knowledge:

• Respect and understanding of The Salvation Army – its mission, culture, and values
• Exceptional phone manner, pleasant, tactful, diplomatic, and friendly manner
• Excellent organizational skills. Highly organized with keen attention to detail and ability to work under pressure
• Strong interpersonal skills and verbal and written English communication skills
• Ability to handle confidential sensitive material professionally and compassionately
• Proficient computer skills, MS Office and in data management using excel and other office software
• Able to deal with a variety of clients including angry or upset customers
• Strong time management skills
• Always maintain and respect professional boundaries with clients and coworkers
• Strong communication (oral and written) skills in English
• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner

• Training in Crisis Prevention Intervention (CPI) and CPR First Aid is an asset
• Understanding of Correctional and Justice Systems considered an asset

Successful candidate will be required to provide upon hiring:

• A clear vulnerable sector screening
• Participate in our online Armatus Abuse Training and Health and Safety training required upon hiring, as well as updated annually

HOURS: 35 hours per week. 9:00 to 4:30 with ½ hour unpaid lunch

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, must advise your managing supervisor of your intentions prior to submitting your application