Administrative Assistant

3 weeks ago

Toronto, Canada Centennial Infant & Child Centre Full time

**Centennial Infant and Child Centre (CICC)** preschool serves children ages 18 months - 4 years and their families. Children with a wide range of abilities, needs, diagnoses, and backgrounds grow and learn at our integrated therapeutic preschool under the guidance of a team of experienced special educators and consulting therapists.

Reporting to Executive Director (ED), and accountable to the management team, the Administrative Assistant oversees the effective and efficient execution of processes and functions related to the smooth operation of administrative responsibilities.

**Job Type**: Full-time, 5 days/week 8:30am - 4:00pm.

**Leave Coverage, **August 28, 2023 - June 30, 2024 (with the possibility of an extension)

In-person, onsite at CICC (1580 Yonge Street)

**Salary**: $35,000 - $38,000 per year

**Application Deadline**: June 21, 2023

**Primary Duties and Responsibilities**:
**Reception**:

- Greet children, families, volunteers, students, and visitors to CICC.
- Support the development and circulation of various forms of internal and external communication, both in print and electronic formats.
- Implement front door COVID screening protocols for staff and external visitors, maintain screening and vaccination records, if necessary

**Preschool and Infant and Child Development Community Programs**:

- Create and manage new child records and files, maintaining returning children records and files, ensuring confidentiality.
- Create monthly attendance/sign in sheets for staff and visitors and track daily attendance on HiMama
- Regularly check all first aid kits, inventory, and replenish as needed.
- Collaborate with the management team to support outreach programming (creating invitations, monitoring RSVPs, ordering refreshments etc.), attending occasional events after hours.
- Ensure monthly fire drill, water flushing, and health and safety workplace inspections are scheduled and conducted according to policy
- Weekly grocery trips to purchase snacks for the preschool children.
- Work with the Foundation staff to ensure information is accurate and updated on the website.
- Support the preschool supervisor with licensing requirements and preparation.

**Administration**
- Provide executive support to the ED.
- Order stationery and supplies for the Preschool and ICD Community Programs
- Update documents, forms, as needed.
- Support the management team in making approved changes to policies.
- Ensure all notices and displays comply with Ministry requirements, are current and posted on downstairs bulletin board and around the building.
- Manage keys, PPE, office supplies, postage.
- Work with vendors for maintenance requests, such as hall mats, elevator etc.
- Interface with all service professionals, keep records, update list of preferred providers.
- Distribute incoming mail.
- Take meeting notes when required.
- Work with facilities staff to ensure all deficiencies in the building are repaired.

**Finance**
- Maintain petty cash, reconcile, and reimburse staff expenses.
- Banking/ Cashing cheques as required by the Finance manager.
- Monthly credit card reconciliation
- Gather and verify invoices against purchase orders, invoices and services rendered for appropriate documentation prior to payment.

**Minimum Requirements**:
**- Minimum of 1-year administrative experience**

- Ability to maintain confidentiality of client information
- Proven ability to work with children and adults with extra support needs
- Demonstrated ability to work collaboratively and sensitively with individuals, families, and community professionals within different cultural groups
- Ability to work with a high degree of independence and handle multiple requests
- Proven oral, written, and receptive communication skills as well as organizational and financial skills
- Strong customer service approach, complemented by demonstrated initiative
- Strong working knowledge of MS Office suite of products, Zoom, and Adobe
- Must commit to CICC’s COVID prevention policies and protocols and provide proof of double vaccination

**Job Types**: Full-time, Fixed term contract
Contract length: 10 months

**Salary**: $35,000.00-$38,000.00 per year

Schedule:

- 8 hour shift
- Monday to Friday

COVID-19 considerations:
All staff and visitors must commit to CICC’s COVID prevention policies and protocols which include showing proof of full vaccination and wearing masks while in the building.

Ability to commute/relocate:

- Toronto, ON M4T 1Z8: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-06-21
Expected start date: 2023-08-28

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