Receptionist/administrative Assistant - Ajax, Canada - Kennedy House
Description
ABOUT US
Kennedy House (KH) is a not-for-profit organization with a long-standing dedication to providing exceptional personalized care for youth in the Greater Toronto Area for over 50 years.
- One residential home for young people in care;
- Three homes for youth and young adults living with developmental disabilities;
- A Day Treatment school program for youth struggling in the typical school setting;
- Kennedy House Youth Centre, a secure custody facility for male youth experiencing conflict with the law;
- Bailiff services to safely and securely transport youth experiencing conflict with the law;
- Kennedy House After School Program for children aged 413 in underserved communities throughout Scarborough; and
- Kennedy House Youth Shelter, for youth aged 1624 experiencing homelessness.
To learn more about our organization and the causes we support, we strongly encourage you to visit our website.
***Kennedy House is looking for a highly motivated, dynamic, consultative, and results-driven Receptionist/Administrative Assistant to join our team.
This is a full-time on-site position located at our Secure Custody Facility in Ajax, Ontario.
KEY RESPONSIBILITIES
- Stamp, sort and distribute all internal and external mail
- Prepare courier envelopes/packages and ensure billing is accurate
- Answering the telephone, directing calls and taking messages
- Update client and staff information on agency database
- Ensure all office supplies are ordered
- Maintain up to date youth files for current and historical youth
- Have a check and balance ensuring all documentation is accurate and youth have legal paperwork to remain in the facility
- Ensure correct paper work is copied and distributed for custody and detention clients
- Ensure detention forms and remands are sent to the appropriate personnel
- Schedule Case Management's and notify all participants
- Liaison with external agencies
- Forward all receipts and invoices to the Finance Department
- Prepare and distribute information / reports with direction from Managers (e.g., Serious Occurrences, Incident Reports, Secure Isolation Reports, Transport Sheets, Petty Cash Forms, Weekly Client List, Maintenance Lists)
- Ensure on site staff files are up to date
- Prepare and distribute biweekly time sheets and the Master Time Sheet
- Attend meetings and take minutes when requested
- Ensure all office machines are functioning optimally. Make arrangements for service, as needed, and recommendations for improvement
- Responsible for signing in and out of keys from the office key box by personnel
- Maintain security of the door leading to the residential units and outside
- Ensure inventory in main storage room is recorded and up to date. Perform yearly audit
- Ensure all licensing paperwork is sent to the appropriate personnel
- Ensure all Policy and Procedures Manuals have the most current policies
- Ensure all facility log books are kept in an orderly manner and have all pertinent information
- Ensure Administration area is always is organized and presents as professional
- Promote the Agency's Mission and Program Vision
- Promote and model open effective team communication
- Responsible for assistance in the development of good employee relations
- Effectively communicate with the Superintendent any issues that may arise from duties and responsibilities
- Follow up with courts, police, lawyers, probation officers, and parents, as required
- Maintain confidentiality at all times
- Perform other related duties as required
EDUCATION
- High school diploma and/or university or college certificate office administration or related field
QUALIFICATIONS
- Prior work experience in a receptionist/administrative assistant capacity
- Experience in a government notforprofit agency preferred
- Current certification in CPR and First Aid is mandatory within 30 days of hire
- Current (within 6 months) Police Check and Vulnerable Sector Search must be provided
- Superior telephone manners and excellent interpersonal, oral and written communication skills with the ability to interact effectively with diverse stakeholders, as required
- Ability to carry out instructions in written, verbal, or diagram form
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
- Strong knowledge of general office procedures
- General mathematical skills
- Flexible to meet changing work needs and demands.
- Strong knowledge of Microsoft Office products
- Able to maintain filing systems and basic databases
- Excellent analytical and problem solving skills
- Meticul
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