Administrative Assistant and Family Services Worker

The Administrative Assistant and Family Services Worker assists with the organization of client/family assistance while offering administrative support to the Ministry Unit as a whole.

The incumbent is responsible for the following range of job duties characteristic, or typical of the job class:

Family Services (Duties)

• Conducts initial intake assessments using Link2Feed for client assistance (including evaluation of client/family protection issues, and emergency hotel assistance)
• Maintains confidentiality and keeps accurate client files and statistical records
• Assists clients with effective problem solving and budgeting assistance when needed.
• Assists clients with GNEF application forms
• Organize seasonal or special programs (income tax preparation, Summer Camps, Lunch programs, etc.)
• Continues the ongoing networks with government (Restorative Justice), social service providers and community organizations, to co-ordinate resources for the benefit of the client (Schools plus, YMCA, Family Matters, etc.)
• Distribute and receive applications such as (Christmas Daddies, Camp, GNEF etc…) for processing.
• Recruit and train volunteers for toy/hamper packing and other seasonal duties.

Administrative Assistant (Duties)

• Petty cash – key, balance & submit to RAC for reimbursement
• Accounts payable invoices – code, scan and submit to Agresso
• Processing all incoming and outgoing mail
• Receiving and directing phone calls and recording messages
• Typing and updating forms, letters, reports and memos (such as receipts and thank you letters.)
• Drafting and preparing advertising, in co-ordination with officers & thrift stores.
• Review financial statements and send in corrections as approved by Officer
• Assist the Corps Officer with Ministry budgeting process for DHQ approval
• Financial spreadsheets- creating & maintaining for Officers review
• Maintaining inventory of office & janitorial supplies, purchasing supplies and distributing supplies
• Staff handbook – updating the material with Officer/DHQ approval.
• Typing agenda and recording and typing minutes from staff meetings
• Audit thrift store daily sales reports and cash deposits and submit to RAC.
• Key in and maintain thrift store sales comparison spread sheet
• Organizing office file system and continue ongoing maintenance of files (proper storage)

NOTE: Not all incumbents perform all of the duties described above but perform a similar range of duties.

MINIMUM PRIOR RELATED EXPERIENCE:

The incumbent must have the following experience before hire:

One year but less than three years of prior related experience, including, administrative experience and experience dealing with office equipment and tools.

PHYSICAL EFFORT/DEXTERITY REQUIRED:

The performance of the job requires a moderate amount of sitting, walking and keyboarding and occasionally standing, bending, and lifting up to 10 pounds.

CONCENTRATION REQUIRED:

The performance of the job requires a moderate amount of computer/word processing, directing visitors and telephone calls, attentive listening, and occasionally sorting mail and filing.

Working Conditions:           Full Time (1 Year Contract) – 32.5 hours per week

CLOSING DATE: August 4th, 2021

Please send your cover letter and resume in confidence to: [email protected]

Please note any offer of employment will be conditional upon a background check.

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

PLEASE NO PHONE CALLS