Administrative Assistant, Adult services

at  Catulpa Community Support Services

EDUCATION AND EXPERIENCE:

• 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 Skill Level:

• 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

PURPOSE OF POSITION

Perform all Secretarial, Reception, Clerical and Administrative tasks in programs throughout the agency.

STATEMENT OF MAJOR RESPONSIBILITIES

• Answer incoming phone calls, which includes responding to general inquiries about Catulpa and programs offered, and providing alternate community resources as required
• Provide phone coverage for team members, responding to inquires and redirecting as required
• Complete administrative duties, including room bookings, creating business correspondence, and maintaining office supplies.
• Provide statistical reports for quarterly reporting to funders
• Create and maintain filing systems, ensuring all materials are appropriately marked and filed
• Receive referrals, provide updates and prepare submissions through external databases
• Complete opening and closing of client record in client management system
• Ensure that client documents are retained in client file system
• Assist in the creation of promotional materials and program documents
• Actively participate in relevant agency committees
• Assist Manager and staff with data systems and computer applications, being a resource to those who need support
• Participate in regular supervision, performance appraisals, and team meetings
• Assist with organization and registration of training events
• Participate in special events as requested
• Demonstrate knowledge and skill in decision making, problem solving, and participating as a team member
• Adhere to all agency standards, policies, and procedures.
• Be aware of and adhere to Health and Safety Policy Rules and Regulations.
• An organized and accurate electronic clinical record will be maintained that demonstrates the provision of services, establishes accountability, and enable the evaluation of service quality for all persons served
• Demonstrate respect for and builds on the culture of the individual/family, such as values, preferences, beliefs, heritage, and identity as described by the person/family
• Carry out other duties as assigned