Winnipeg Assistant to the COO of Intensive Home Supports (TERM)

at  Turning Leaf Community Services Inc

ABOUT US

Turning Leaf is a non-profit, charitable organization that provides person-centered, crisis and treatment
services to low and high-risk vulnerable and marginalized individuals living with mental illness and
intellectual challenge in our community. Turning Leaf’s support is customized to every individual’s
needs and risk level. We offer crisis-intervention and treatment services, community support, day
program services, residential support (including emergency housing, 24-hour homes, cluster housing,
and home share), a harm reduction program, clinical services, indigenous services and more.

JOB SUMMARY

Reporting directly to the COO of Intensive Home Supports, the Assistant will contribute to the efficient
day-to-day operations of the Service Division in both Manitoba and Saskatchewan. They will be
assisting with administration, organization, filing, reporting, and other duties as assigned.
The Assistant to the COO of Intensive Home Supports requires someone with a proven ability to work
both independently with limited oversight, as well as part of a team during times where collaboration is
key to the success of the project.

ESSENTIAL REQUIREMENTS

• Cover Letter and Updated Resume
• 18 years of age or older
• Current Criminal Record Check with Vulnerable Sector Check (no older than six months)
• Current Adult Abuse Registry Check (no older than six months)
• Child Abuse Registry Check (no older than three months)
• Valid Class 5 drivers license and access to a reliable vehicle
• Minimum three years of related work experience
• Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook
• Proficiency in the use of office equipment, computer, voice messaging systems, fax/photo

copier

• Skilled at prioritizing tasks and action items, with strong time management skills
• The ability to communicate in English is required and working knowledge of French is preferred
• Some flexibility to work evening and weekends, as or if needed
• Three employment references

QUALITIES AND QUALIFICATIONS

Turning Leafs Assistant to the COO of Intensive Home Supports must possess the capacity to be aware
of and control one’s emotions. Moreover, the Assistant must be able to handle interpersonal
relationships judiciously, empathetically, and professionally while executing their responsibilities and

providing Turning Leaf’s person-centered supports. Additional required attributes include:

• Maintain positive working relationships with others.
• Presents with professionalism, regardless of the situation.
• Skilled at prioritizing tasks and action items, with strong time management skills.
• Superior interpersonal skills and comfortable in interactions with staff at all levels.
• Pro-active and works well independently.
• Adapts to new processes, technology, and unexpected projects/requests.
• Ability to handle confidential information and act with discretion in all matters at all times.
• Responds positively to a flexible, fast-paced environment.
• Has a passion for helping people who are struggling with mental health and intellectual

challenges.

• Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Represent the organization’s culture in the community (i.e., media, associates, and

neighborhood).

• Knowledge of Residential Licensing procedures and policies is considered an asset.
• Some flexibility to work in the evening and weekends if needed.

• Prioritize and ensure action is taken on all items directed by the COO of IHS
• Under the direction of the COO, assist the IHS Administrative Coordinator and the IHS
  Administrative Assistant regarding all program properties and locations, assisting in obtaining

permits, purchasing equipment or supplies, and filing of all property leases and contracts.

• Track, complete, and submit all proposal requests under the direction of the COO
• The Assistant to the COO many be asked to track, complete, and obtain signatures for all Care

Provider contracts for our Home Share Department.

• The Assistant to the COO may be asked to verify invoices from Care Providers and forward to

the Finance team for payments.

o Respond to payment inquires from Care Providers as needed.

• Function as vehicle administrator; consulting with the IHS administrative coordinator and

supervisors to manage documentation of all IHS vans. Track repairs, general and winter safety
service. Follow up to ensure correct accident procedures are followed up, as well as any MPI and

insurance related inquiries.

• Track and complete all rental forms for our cluster buildings. As well as updating them

according to any increases.

• Complete various billing duties for both Manitoba and Saskatchewan.
• Track all EIA payments, reporting any discrepancies to the COO
• Maintain Accounts Receivable and investigate outstanding balances while providing periodic

updates to the Senior Case Manager, Director, and COO of IHS.

• Collect and submit all receipts for the Master Card to the IHS Administrative Coordinator.
• Complete reports as needed, including quarterly reports for the Saskatchewan program.
• Support the Saskatchewan division and stay in contact with all leadership.
• Collect and track all KPIs as directed by the COO
• Prepare travel purchase requests and make the necessary travel arrangements for the COO.
• Organize and maintain the COO’s calendar and appointments. Book internal and external

meeting rooms when necessary and greet guests appropriately.

• When requested, be present during meetings. Taking and filing of meeting notes for the COO.
• Organize/maintain the Director’s office and paperwork.
• Assist in policy development or revision, ensuring accurate information is obtained through

relevant sources.

• Assist with the completion of policies and procedure. Submit them to the IHS SCMs, Director and

the COO for review.

• Assist the COO with creating and maintaining a standard operation manual
• Screen and/or return telephone calls, inquiries, and requests.
• Maintain the COO’s voicemail and record/relay messages appropriately.
• Represent and assist the COO at off-site meetings and functions as required.
• Receive all purchase requests that exceed the amount a SCM or Director can approve, and

ensure they are signed off on in a timely manner.

• Other duties as assigned.