Business Administrator II Legal
3 weeks ago
WHO WE ARE:Family and Children’s Services has been making a positive difference in the lives of children, youth, and families in Niagara for more than a century. As a multi-service agency providing child welfare services, fostering and adoption, counseling, and childcare, the team at FACS Niagara works to keep children safe and families strong.
POSITION SUMMARY:The Business Administrator II is responsible for providing administrative support to teams of Child Protection Workers, Legal Services, and the Family Counselling Centre to enhance the efficient and effective functioning of assigned teams/departments. The incumbent assists with the orientation of new staff to the team and acts as a liaison regarding administrative matters.
KEY RESPONSIBILITIESAdministrative Support:
- Provides administrative support to assigned teams/departments including processing of mail, filing and electronic file systems, word processing, spreadsheet development, PowerPoint presentations, data entry, minute taking and distribution, booking of taxis, etc.
- Responds to telephone calls, emails, or other messages, as well as direct messages, provides information and/or assistance, and directs or refers as appropriate and with urgency if required.
- Assists with preparation, completion, input, maintenance, tracking, and review of correspondence, data, records, verification documents, court documents, payments, MTO record checks, criminal record checks, etc.
- Assists in preparation for reviews, audits, or other similar processes such as Serious Occurrence Annual Roll-up, Reports to Region and Ministry, Child Care Licensing, Crown Ward Reviews, and Foster Care Licensing.
- Photocopies collate, package, expedite, and process documents and files.
- Prepares, compiles, and maintains department forms, policy and procedure manuals, information packages, etc.
- Prepares and processes all department paperwork accurately and in a timely fashion.
- Orders supplies for the department and ensures supplies are maintained at an adequate level.
Organization of Meetings/Scheduling:
- Coordinates a variety of meetings, appointments, and training including inviting participants, scheduling times and dates, and all logistics including booking board and conference rooms, arranging room set-up, audio-visual equipment, and meals and refreshments.
- Prepares for meetings by composing and distributing agendas and materials.
- Coordinates travel and transportation arrangements as required.
- Maintains schedules and the department calendar including vacations and coverage schedules.
Data Maintenance:
- Creates and maintains electronic and manual filing and tracking systems.
- Retrieves information; keeps confidential and other records; maintains filing systems; scans documentation to the electronic filing system.
- Enters information and maintains databases, processing reports as requested.
- Maintains current electronic addresses books, mailing lists, and Lotus Notes sign-out logs.
Team Building:
- Develops professional working relationships with team members.
- Actively participates and engages in team and staff meetings, training sessions, and other meetings/sessions as required.
- Supports the team and works with team members to ensure department and/or agency needs are met.
Other Related Activities:
- Provides basic technical support to teams for basic usage of computers, software, and devices such as copiers, scanners, Xerox machines, and printers and completes user-level maintenance of office equipment.
- Participates in planning events as required and directed by the Manager of Business Administration
- Ensures accurate management of petty cash where assigned.
- Knows and adheres to all applicable FACS policies, procedures, and relevant administrative practices.
- Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
- Participates in mandatory learning/education to maintain and update skills and knowledge as required.
- Assists in the training and orientation of peers.
- Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations
- Provides back-up to other Business Administrators as well as Customer Service Representatives as needed
- Performs other duties as required
EXPERIENCE AND EDUCATION:
- Post-secondary diploma in Business (Office Administration)
- One year of recent related experience
- A Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required.
SKILLS AND ABILITIES:
- Solid demonstrated ability to use MS Office applications (e.g. Word, Excel, etc.) and word processing skills of 50 wpm
- Familiar with Laserfiche, Access, Lotus Notes, CaseWorks, and CPIN,
- Good written, oral communication, and interpersonal skills providing constructive, meaningful, and timely interaction with all levels of staff.
- Excellent grammatical and spelling skills.
- Ability to complete tasks with attention to detail in the presence of frequent interruptions.
- Solid understanding and commitment to quality service and best practices.
- Highly detail-oriented.
- Flexible, adaptable, and responsive to change.
- Ability to maintain confidentiality, and act with integrity and trustworthiness.
- Self-directed with an excellent ability to organize my own workload, prioritize, and multi-task.
- Ability to work with and meet tight timelines and demonstrate initiative.
- The ability to communicate in French or another language is an asset.
About Family and Children's Services Niagara:
A lot has changed in our community and our world since the founding of Family and Children’s Services Niagara in 1898, but our organization’s commitment to safe kids and strong families holds true. Through an extensive portfolio of programming, including child protection, fostering and adoption, counselling, and childcare, FACS Niagara protects our community’s children, strengthens its families, and helps youth and adults achieve their full potential. In the Ministry of Community, Children and Social Services 2021 Annual Review, FACS Niagara was recognized for: 100% compliance related to children and youth placed in extended society care for 24 consecutive months 100% compliance related to all Indigenous service requirements
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