Administrative Assistant

at  DDRC

Are you looking for a great opportunity to build your career? Are you a candidate that is passionate, self-motivated, patient and has a positive attitude, and are looking to support an agency that supports individuals to meet their Quality of Life goals through meaningful and creative supports?
If yes, take a look at the opportunity below.

ABOUT US:

The DDRC is a non-profit, registered, charitable organization that began in 1952. We offer programs and resources for children and adults with developmental disabilities, their friends and family, and other members of the community. The DDRC employee’s role model the DDRC mission - “DDRC promotes awareness and supports communities to include persons with developmental disabilities, thereby strengthening communities for all citizens.” If you believe in the DDRC’s mission and values, we would welcome you to our team.

WHAT THE ROLE PROVIDES YOU:

The DDRC hires passionate, driven individuals who live our values and can work independently. We offer a variety of on-the-job learning opportunities, competitive benefits, and a culture that supports work/life balance.
We offer semi-fixed schedules that may change based on agency needs, paid training, development, coaching, Health Spending Account (HSA), Employee and Family Assistance Program (EFAP), Wellness Plan, WCB, vacation days, free parking, statutory holidays, and Agency complimentary hours off per year.
The Administrative Assistant will assist with the development and implementation of documents, procedures, screenings, and other administrative duties, including maintaining accurate record management systems that exceed legislation and accreditation compliance requirements.

KEY RESPONSIBILITIES:

• Demonstrate strength, maturity and wisdom in the management of interpersonal and organizational challenges
• Ensure both Federal and Provincial legislative requirements are met and align with Creating Excellence Together (CET) accreditation standards
• Ensure compliance with Agency policies, procedures, mission and values
• Advise and counsel DDRC staff in the administration of human resources policies and procedures, labour laws, performance challenges, occupational health and safety and employment/termination practice
• Act as an advisor/mediator in employee conflict situations
• Support the Organizational Effectiveness Leadership team with all administrative functions related to finance, human resources and programing
• Organize, update, and maintain accurate records management systems
• Implements and maintains efficient processes for the organization, storage, protection and retrieval of organizational framework information
• Update and maintain accurate reporting details in the HRIS system and trackers
• Perform administration of the agency retention strategy initiatives
• Conduct audits and report findings in finance and HR procedural systems
• Support the team in CET preparations, some evening and weekend work is required, every three years
• Record and monitor the grievance tracking process, timelines, and remain 100% private and confidential
• Support programs in ordering program supplies by processing orders on a monthly basis
• Provides administrative support to leadership team
• Preparing and typing reports, letters, contracts, documents and other materials
• Perform filing, scanning and distributing materials to specific department people managers
• Generate reports for internal and external stakeholders, as directed
• Draft employee relations and verification letters, as requested
• Support leadership with preparing performance review correspondence
• Prepare presentations and formal communications to employees for leadership team review
• Locate and retrieve information in response to requests from people managers
• Schedule and conduct exit interviews, track results and provide a confidential report to leadership team
• Organizing and draft annual contract renewals in collaboration with people managers and HR
• Produce training report records for staff and sub-contractors, upon request
• Prepare, track and distribute course documentation (attendance records, certificate creation, printing, filing and enter training statistics)
• Assist in recruitment efforts by performing pre and post interview related duties
• Assist with WCB tracking and administration of return to work programs
• Ensure agency policies and procedures are maintained and up to date and are in accordance with all federal and provincial legislation, regulations and standards
• Complete projects and other administrative tasks assigned by the leadership team

WHAT YOU BRING TO THE ROLE:

• Post secondary diploma in related field (e.g., Human Resources, Business Administration)
• 3+ years of direct work experience in business administration capacity
• Knowledge of CET Accreditation Level 1 & 2, considered an asset
• Takes accountability to ensure all mandatory certifications and training are kept current
• Accuracy and attention to detail while working under tight deadlines
• Demonstrated proficiency in MS Office, with particular emphasis on Microsoft Excel, Word and PowerPoint
• Knowledge of and understanding of applicable federal and provincial legislation as well as professional standards (e.g. Freedom of Information and Protection of Privacy Act, Protection of Persons in Care Act, Core Standards)
• Background in small group facilitation, an asset
• Creating Excellence Together (CET) Accreditation experience within the disability sector, an asset