Administrative Assistant

Reference Number: 20240705.01

Job Summary.

The Administrative Assistant for the Supportive Living home is central to ensuring the home operates smoothly and efficiently.  The position performs a wide scope of administrative duties related to finance, human resources, and the daily functioning of the home. The Administrative Assistant also communicates and collaborates with a multitude of stakeholders both internally and externally.  This position reports directly to the Manager, Supportive Living.

Responsibilities.

  • Handle all incoming communications including phone calls, responding to information requests, making appointments, and fielding inquiries.
  • Open and prioritize mail; prepare mail outs.
  • Assemble meeting agendas, take minutes, and distribute accordingly.
  • Keep an ongoing task list for the Manager based on emails, requests, and deadlines.
  • Stock office and medical supplies and maintain office equipment as required.
  • Orders, receives and stocks household supplies and medical supplies as needed.
  • Ensure all files are up to date and in an organized system.
  • Support Recreational Programmers in organizing daily operational duties.
  • Send email communications as directed by the manager to staff and parents, outside stakeholder and agencies.
  • Coordinate communication from and to external stakeholders (e.g., Ministry of Education and Ministry of Social Services) as needed.
  • Arrange transportation for the children and inform schools, parents, caregivers, and MSS of appointments as needed.
  • Runs errands and transport children and staff as needed.
  • Coordinate family visits as needed.
  • Coordinate and schedule service providers for house maintenance as needed.
  • Book licensing appointments for annual inspections and maintenance as needed.
  • Collect Requisition Forms from staff members and ensure all necessary information is included before passing it on for manager approval.
  • Keep track of expenditures and prepare month end finance reports: balance petty cash, send receipts, and finalize the budget tracking sheet.
  • Submit month end attendance spreadsheets and hour spreadsheets for contractual billing.
  • Print off month end house documentation, gather quotes and fill out requisitions.
  • Update house budget spreadsheets daily.
  • Create and send internal job postings via email as requests come in by the Manager.
  • Support the recruitment of new employees by communicating with job applicants, scheduling interviews, and responding to emails.
  • Administer the new hire package and other employee related forms.
  • Assist with the onboarding, orientation and offboarding of employees.
  • Routinely update contact lists and ensure staff files are kept up to date.
  • Audits employee required training, annual review dates and completes documentation of annual increases and position changes.
  • Schedule annual staff reviews and coordinate times with the Manager’s calendar.
  • Collaborate with Finance and HR as needed.
  • Complete any other task as delegated by the Manager.

Occupational Health and Safety.

  • Create a psychologically safe work environment (resolve conflicts in respectful ways and ensure a fair resolution, provide an environment where employees feel safe and supported to share ideas, listen, learn from, and seek to understand the ideas of others).
  • Complete all required OHS training.
  • Monitor, report and resolve any safety hazards in the work environment.

Qualifications.

  • Office education or secretarial certificate/diploma and/or comparable combination of training and experience.
  • Two years’ experience in an administrative assistant position.
  • Experience working as a medical office assistant an asset.
  • Must have a valid driver’s license.

Skills and Abilities.

  • Excellent written and verbal communication skills.
  • Exceptional organization and time management skills.
  • Strong collaborator and team player; able to establish and maintain effective and professional working relationships both internally and externally.
  • Able to work independently.
  • Advanced computer skills in the use of word processing, spreadsheet, and database packages (i.e., MS Word, Outlook, Excel, PowerPoint and Access).
  • Knowledge of and experience with common office procedures.
  • Minimum 50 wpm typing speed.

Work Environment.

  • Monday to Friday – typical office hours – start and end times are based on operational need.
  • Exposure to unpredictable behaviors.
  • Fast paced, noisy work environment.
  • Exposure to:
    • Use of cleaning chemicals and products
    • Needle sharps
    • Blood and body fluids exposure
  • Can have long periods of time sitting.
  • Physical ability to perform and safely work with objects or persons of varying sizes:
    • Exertion of ~100 lbs of force
    • Exertion of ~50 lbs of force
    • Exertion of ~25 lbs of force
  • Use a variety of adaptive equipment.

 

Job Type: Permanent Full Time

Number of Positions Available: 1

Shifts:

  • Monday to Friday
  • 8 hour shifts

Location: Prince Albert Supportive Living

Wage: $17.63 to $23.87/hr

Application Deadline: July 26th, 2024