Administrative Assistant

Position: Administrative Assistant
Reports to: Supervisor Community Services & Strategic Initiatives
Location: Wawa, Ontario Status: Permanent, Pro-Rate Full-Time
Hourly Rate: $23.05 – 27.91 Reference #: ADM-0416-01
Posting Date:May 1st 2024 closing May 15, 2024
JOB SUMMARY:

Reporting to the Supervisor of Community Services and Strategic Initiatives the Administrative Assistant (AA) plays a strategic and integral role in ensuring the efficient delivery of our services and programs. As well as in providing a safe, welcoming, and inclusive workplace.
The primary workplace will be the 26 Ste. Marie Street, Wawa. The AA is part of the AFS AA team and will have a broader role in realizing the AFS vision and mission. Specifically, the AA will:

• Handle the telephone communications system including the switchboard and paging system.
• Ensure the confidentiality and accuracy of Personal Health Information in AFS filing systems (electronic and hard copy), as required.
• Carry out day-to-day clerical functions to support services and programs at AFS, including word processing, copying, maintaining office supplies, data entry, assistance with appointment scheduling and providing backup to other AA and reception staff as required.
• Organizing incoming and outgoing mail and deliveries, including distribution to appropriate staff.
• Organizing general office supplies and ensuring appropriate inventory levels.
• Coordinate and prepare meetings, including agendas, minutes, and any meeting logistics such as arranging space or setting up virtual connections.
• Liaise with the Supervisor, IT, and property staff regarding any building matters requiring attention.

MINIMUM EDUCATION

• College diploma in Office Administration – Executive or equivalent

MINIMUM EXPERIENCE

• Two (2) years office experience.

QUALIFICATIONS:

• Ability to complete tasks efficiently and accurately, with minimal supervision.
• Proficiency in computer use and various software applications (e.g., Office 365, Client Information Management Systems, Cloud-based programs, etc.).
• Knowledge of, and experience with EMHware processes and data entry practices, preferred.
• Knowledge of workplace legislation, including AODA, Occupational Health and Safety Act, and training in WHIMIS.
• Knowledge and understanding of privacy and confidentiality legislation such as PHIPA and provisions under the CYFSA.
• Excellent communication, time management, organizational, and conflict management skills.
• Professional presentation when dealing with the public and staff.
• Training in cultural competence and areas of diversity, inclusion, and equity.
• Ability to take meeting minutes accurately and efficiently.
• Ability to provide services in both official languages (English/French) is considered an asset.
• Availability to work flexible hours, including evenings and occasional weekends, if required.
• A satisfactory criminal records check, including a vulnerable person’s record check.
• Valid driver’s license and access to a reliable vehicle.
• Ability to communicate in both official languages (English/French) is an asset.
• Full COVID-19 vaccination required.

Duties and Responsibilities; Please refer to attached job description

This position falls within the bargaining unit represented by the OPSEU.
Algoma Family Services (AFS) is dedicated to building a workforce that reflects the diversity of the community in which we live and serve. AFS encourages applications from all qualified individuals. Applicants that may require accommodation during the selection process are encouraged to notify HR when contacted for an interview.

PLEASE SEND YOUR COVER LETTER AND RESUME TO hr@algomafamilyservices.org # ADM-0416-01