Adult Services Administrative Assistant #512-2026-27

Description

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Adult Services Administrative Assistant

Internal/External #--27

Full-Time, 35 hours/week, 1 Year Contract

LOCATION: Barrie, ON

REASON FOR RECRUITMENT: Temporary Replacement

UNIONIZED POSITION: OPSEU Local

COMPENSATION: $25.41-$28.54 per hour and $46,-$51, annually

ABOUT CATULPA COMMUNITY SUPPORT SERVICES/WHO ARE WE?

Catulpa Community Support Services is a FOCUS-accredited social services agency providing community supports to children, youth, adults, and families with special or unique needs.

In Catulpa celebrated our 50th anniversary and we continue to lead and evolve. We are proud to be a uniquely positioned case management agency with a life-spanning spectrum of programs and services.

LAND ACKNOWLEDGMENT

Catulpa acknowledges that it is situated on the traditional land of the Anishinaabe people. The Anishinaabeg include the Ojibwe, Odawa and Pottawatomi Nations, collectively known as the 3 Fires Confederacy. It should be noted that the Wendat and the Haudenosaunee Nations have also walked on this territory over time.

PURPOSE OF POSITION

Performs a lead role in administrative functions related to adult programs, including referrals, file management, reporting, etc. and provides administrative support to the Director/Supervisor and Staff of the Adult Programs.

STATEMENT OF MAJOR RESPONSIBILITIES

• To establish and maintain a tracking/filing system for follow-up with persons served to ensure that documentation is complete
• To assist the Director, Supervisor and staff members with data systems and computer applications, being a resource to those needing support
• To complete administrative duties including room bookings, scheduling of meetings, creating business correspondence, maintaining office supplies, assisting with organizing and registrations for training events
• To attend meetings, prepare agendas, take notes, complete minutes and ensure follow-up on items as required
• To complete data entry tasks consistent with agency practice contributing to the agency records management process to ensure an organized and accurate electronic record is maintained
• To provide reports to the Director/Supervisor for Monitoring purposes and funder reporting requirements
• To provide telephone coverage and support where needed by responding in a professional manner to inquiries related to the Services
• To complete Serious Occurrence reporting and follow up according to Ministry Guidelines.
• To liaise with staff, agencies, clients and their families, and the public
• To participate in supervision and performance appraisal meetings
• To adhere to all agency standards, policies, and procedures, demonstrating knowledge and skill in decision making and problem solving, and participating as a team member
• To provide a welcoming, professional working environment, respecting the values, culture and beliefs of staff, persons served, and their families
• To assist the Manager and staff members with data systems and computer applications, being a resource to those needing direction
• To assist with the organization and registration of training events
• To schedule space
• To be aware of and adhere to Health & Safety Policy Rules and Regulations
• To perform other related duties as assigned

WHAT WE OFFER:

• Paid sick days, 2 float days, and 11 statutory holidays
• Hybrid work environment where eligible staff can apply to work from an approved home location for up to 50% of their work time
• Access to an EAP Program that offer mental health supports, resources and more
• Continuous professional development opportunities to support career growth
• A supportive and collaborative team culture that includes a number of committees with staff from a variety of departments who work together on projects and processes that enhance our culture of inclusion

QUALIFICATIONS:

Education and Experience Level

• Proven ability to be provide administrative support in a professional and efficient manner; minimum one-year general office experience
• Proficient in the use of Microsoft Office
• 1-2 years relevant post-secondary education

Knowledge and Skills

• Understanding and knowledge of the service delivery system for Simcoe County
• Discretion, tact, and courtesy, in relation to colleagues, clients, and the handling of confidential material
• Demonstrate well developed interpersonal, written, and oral communication skills
• Ability to communicate effectively
• Ability to organize and prioritize workload
• Ability to take initiative in raising administrative issues with supervisor, and/or at a team level
• Ability to participate as a team member
• A working knowledge of the French Language is beneficial

Valid driver's license and access to a reliable vehicle.

Date of Posting: July 15th,

If you are interested in this position, please apply by Friday July 24th, by 4:00pm by uploading your resume via the BambooHR link provided /careers/

At Catulpa, Equity, Diversity and Inclusion (EDI) is a Strategic pillar. We are committed to building EDI through a continuous improvement approach. We are an equal opportunities employer and encourage all qualified candidates to apply including racialized individuals, those living with disability and other members of employment equity groups included within the Ontario Human Rights Code. Where needed, accommodations for disabilities will be made available upon request. Only those applicants selected for an interview will be contacted. Artificial intelligence is not used in the screening, assessment, or selection of applicants for this position.