Team Administrative Assistant

at  Dnaagdawenmag Binnoojiiyag Child Family Services

POSITION SUMMARY

Reporting to the assigned supervisor, the Team Administrative Assistant is responsible for providing administrative and technical support services to the service team or teams to which they are assigned.
The Team Administrative Assistant will also provide support to ensure that administrative systems are functioning effectively and efficiently in support of smooth implementation of Dnaagdawenmag Binnoojiiyag services for staff, clients, visitors, and the public at large. The Team Administrative Assistant will also be responsible for clerical and reception duties as required.

POSITION REQUIREMENTS:

• Education & Experience Requirements:
• College diploma in business administration or related field OR
• Minimum Grade 12 education with a minimum of five (5) years administrative support experience substantially like this position’s responsibilities as listed.
• Experience working within Child Welfare and/or Indigenous Child-Wellbeing setting would be considered an asset.

ADMINISTRATIVE AND TECHNICAL SUPPORT DUTIES:

• Assists with establishing and maintaining computerized and manual filing systems as required.
• Assists with the collation and maintenance of computerized monthly attendance records and other computerized documents.
• Assists with the collation and maintenance of monthly and quarterly statistical reports, quarterly financial reports, budget submissions and year-end reports.
• Assists with the maintenance of an inventory list and maintenance of equipment, furnishings, and supplies.
• When performing Reception duties, greet visitors, ascertain nature of business; assist with troubleshooting problems; refer to appropriate person, department; assist with necessary forms, paperwork, letters; follow-up for resolution; escalate non-routine requests to Executive Director or other Senior Manager (or in branch locations to the Supervisor assigned to that office); ensure reception area is organized and neat at all times.
• Assists with preparations for groups/meetings, conferences.
• Runs errands as required, orders office supplies, and maintains office equipment as needed.
• Prepare, key in, update, edit and proofread correspondence, requisitions, invoices, presentations, brochures, publications, budget spreadsheets, policies, reports and related material from electronic documents, and handwritten copy.
• Maintains a petty cash fund.
• When acting as a Receptionist, maintains the voice mail system, receive visitors, answer incoming calls, collect and log incoming mail.
• Provide filing, fax and photocopy support to staff as required.
• Liaises with other service providers as deemed appropriate.
• Prepare agendas, meeting packages, and minutes of meetings as requested.
• Coordinate, organize and confirm meetings, conferences, training sessions, travel arrangements, special events, as required.

OTHER DUTIES:

• Ensures the effective implementation of other duties as determined by the Supervisor.
• Provide in-house IT support as needed.
• Initiate a centralized and digitized document/record keeping system.
• Digitize Dnaagdawenmag Binnoojiiyag historical documents.
• Assist with selection and maintenance of a database software system.
• Special projects assigned tasks and additional regular duties as required.