Administrative Assistant, Rcy Branch - North York, Canada - Children's Aid Society of Toronto

Children's Aid Society of Toronto

Verified Company

North York, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

ADMINISTRATIVE ASSISTANT

RESOURCES FOR CHILDREN & YOUTH BRANCH
This role provides administrative support services to the Resources for Children and Youth Branch.

MAJOR RESPONSIBILITIES

Screens and responds to general telephone inquiries from the public, clients, suppliers, staff and external agency representatives. Relays messages, records details and refers to appropriate individual. Personally responds to routine calls.
Accesses the Child Protection Information Network (CPIN) to update information, create Intakes, perform administrative replacements, and upload scanned documents.
Types from written or dictated information a variety of material such as memos, letters, schedules, lists, and minutes. Completes various templates and forms, including court forms, adoption placement and finalization documents. Occasionally composes correspondence.
Seeks legal advice from Legal Services or Ontario Court of Justice regarding queries on legal documents and procedures.
Updates client/agency records, and forwards registration of placement to Ministry as well as Director's consents.
Maintains the internal system for approval of Reports on the Adjustment of the Children in Care. Create and maintains an internal system for tracking Interagency Agreements.
Maintains and updates filing system; forwards documents to Records Department as directed.

Coordinates and supports the Ontario Permanency Funding program: sets up new files; liaises with Corporate Services to ensure payments are made; prepares cheque requisitions; prepares, distributes and tracks annual reviews, compiles statistics and handle inquiries from families and service providers.

Performs a variety of administrative duties as required, such as: opens, logs and distributes mail and faxes; places advertisements in newspapers; photocopies, scans and faxes material; maintains office supplies (including Comfort Kits); books rooms; schedules meetings; manages calendars; arranges for couriers, etc.
Advises Supervisor of any problems in the execution of administrative and team responsibilities and participates in the planning for resolution of problems.
Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
Acts as back-up to other clerical or reception positions ensuring adequate coverage.
Complies with the Society's financial policies and procedures by using sound judgment in consideration of financial resources. This may include preparing payment requisitions and managing petty cash.
Acts in accordance with and incorporates Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
Works in a safe manner in accordance with the Society's health and safety policies and procedures and all relevant legislation.
Performs other tasks as required.

QUALIFICATIONS

Education and Experience

Secondary School Diploma, plus 2 years recent administrative experience; or
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Knowledge and Skills

Demonstrates ability to work with confidential materials.
Ability to work patiently with all stakeholders.
Ability to work independently.
Effective communications skills, including excellent telephone manner.
Ability to cope with job pressures originating both internally and externally.
Excellent customer service and organizational skills; flexible and able to adapt to the changing needs of the team and the branch; and work in a fastpaced, highpressure setting.
Ability to be an active and effective member of the branch administrative assistant team, as well as service teams.
Demonstrates initiative and problem solving skills.

Assets

A good understanding of Branch and Agency systems and procedures.
Knowledge of Adoption Services documentation procedures.
Proficiency in a second language.

OTHER INFORMATION

Accommodation at CAST
We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code.

Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at x2300.

Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

Equity Hiring Strategy and Application Process
- racialized (visible minority)

This initiative is deemed to be a Special Program under the Ontario Human Rights Code.

Applications must be received in the Human Resources Department,
NO LATER THAN 11:59 PM on MONDAY MAY 29, 2023.

Job Types:
Full-time, Permanent

Salary:
$