Administrative Assistant, Intake Branch

1 week ago

Toronto, Ontario, Canada The Children's Aid Society of Toronto Full time

POSITION

ADMINISTRATIVE ASSISTANT, INTAKE BRANCH

(

WORKING HOURS:
7:30am-3:30pm)

  • This position performs administrative support functions for the Intake 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.
  • Conducts, in an efficient manner, accurate record searches using legacy, Child Protection Information Network (CPIN) and FastTrack to create Intakes based on information provided by protection workers.
  • Accesses and updates information using the Child Protection Information Network (CPIN).
  • Types from written or dictated information a variety of material such as memos, letters, schedules, lists and minutes. Occasionally composes correspondence.
  • 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.
  • Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.
  • 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; books rooms; inputs information in the Children's Transportation Centre (CTC) system; maintains team meeting, supervision and case assignment schedules; completes agency forms, etc.
  • Acts in accordance with and incorporates the Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
  • Complies with Society's financial policies and procedures by using sound judgment in consideration of financial resources. This may include preparing payment requisitions, managing petty cash and TTC fare distribution.
  • 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 and cooperatively with all stakeholders.
  • Effective and pleasant communications skills, including excellent telephone manner.
  • Ability to cope with job pressures originating both internally and externally.
  • Ability to work independently.
  • 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.
  • Demonstrated initiative, problem solving and deescalation skills.
  • A good understanding of Branch and Agency systems and procedures.
  • Proficiency in a second language an asset.

ASSETS

  • A good understanding of Branch and Agency systems and 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
There are no designated under-represented groups at this time for this posting. All are welcome to apply.

  • 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 FRIDAY JULY 28, 2023.
**_ We thank all applicants for their interest. Please note that only those who are under consideration will be contacted._

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