Administrative Assistant, Homeless Shelter

2 weeks ago

Toronto, Ontario, Canada HollandGroup Inc Full time



POSITION PURPOSE SUMMARY:
50,000 EAST END OF TORONTO CAR REQUIRED FOR CONVENIENT DAILY ARRIVAL FULL BENEFITS AND MATCHING RRSP.
The Administrative Coordinator serves as a point of contact and link between employees, and departments. The incumbent will handle clerical, and administrative duties including a variety of accounting and human relations functions; analyzes and improves office processes and policies; and ensures that the office operates smoothly for the shelter

ACCOUNTABILITIES:

Clerical/Administrative Duties:

  • Provide administrative support in accordance with established policies and procedures including Employment Standards; Collective Agreement; Hostel Standards; Accreditation Standards and Payroll Procedures.
  • Multitask in an environment where numerous tasks and events are unpredictable and urgent in nature.
  • Participate in the development, implementation, evaluation and revision of all policies, procedures, strategic and business plans, all mission, vision, and value statements.
  • Record and compile minutes for various meetings involving leadership of Director such as Management Team, Labour & Management Committee and Staff Meetings.
  • Update, prepare and coordinate publication of documents such as departmental handbooks, position tasks lists, and annual reports in conjunction with THHS Human Relations.
  • Draft correspondence and other short documents of a complex nature. Format documents and edit for grammar, spelling, and accuracy.
  • Complete all necessary monthly statistical reporting to the City of Toronto Hostel Services to receive per diems for client served.
  • Ensure that Monthly Information System (SAMIS) statistical reports are completed and submitted in a timely manner.
  • Ensure regular backup of Computer server and all users of shelter computers are operating in accordance with Computer Policy.
  • Perform general office duties as it relates to inquiries; visitors; filing; photocopying; faxing; and incoming/outgoing mail.
  • Draft and prepare presentations (including PowerPoint), brochures, fliers, and newsletters.
  • Coordinate and oversee the daytoday management of necessary shelter forms, logbooks, office/computer supplies and other materials.
  • Gather, enter, and update data to maintain departmental records and databases as appropriate; establish and maintain files and records for the office.
  • Prepares and receives all documentation for various projects and processes (e.g., conferences, workshops)
  • Create and revise systems and procedures by analyzing current practices to find efficiencies and implement changes.

Human Relations Duties:

  • Assist with the Human Relations management including imputing employee information in the Human Relations Information System (UltiPro), preparing letters of employment, and personnel filing.
  • Assists with the administration of the employee benefit plans.
  • Prepare, update, and submit job postings and request to fill documentation to DHQ Employee Relations to fill department vacancies as per the Collective Agreements and The policy and procedures.
  • Adhere to policies and guidelines as it relates to employee documentation.
  • Responsible for the security and updating of all personnel files ensuring the protection of extremely confidential and sensitive employee files.
  • Responsible to maintain an electronic database for all employee records such as vacation and sick leave entitlements; training matrix; seniority rosters and contact lists.
  • Review employee work hours noting any absenteeism and necessary information submitted by Supervisors.
  • Review and update any changes regarding payroll and personnel information into UltiPro.

Financial Duties:

  • Adhere to policy and procedures as it relates to payroll processing services, chartered of accounts, deposit processing, accounts payable processing and retention of financial records.
  • Ensure that official receipts for donations and "thank you" letters for donors are completed for the Director's signature.
  • Responsible for Petty Cash Fund on behalf of the Directors.
  • Complete a Cheque Requisition for reimbursement of all petty cash vouchers for various expenses (i.e., clothing, outings, and other personal needs) for the Director's approval.
  • Code invoices through Business World for all expenses according to a chartered of accounts and submit to Directors for approval.
  • Ensure that all approved invoices and vendor statements on a weekly basis are forwarded to Regional Accounting Centre.
  • Monitor and coordinate accounting activities as appropriate and prepare internal reports for management; participate in budget planning and management, as required
  • Review periodically the standard accounting package (Business World) and communicate any discrepancies to Directors.
Assist with composing and updating of Health and Safety policies and procedures and written material, as required.

  • Report accidents/workplace hazards in a timely fashion.
  • Conduct facility s

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