Administrative Assistant, Community Action Program

1 week ago

Barrie, Canada Catulpa Community Support Services Full time

**CATULPA COMMUNITY SUPPORT SERVICES INC.**
**Job Posting Competition Internal/External #441-2024-25**
**Fulltime, Permanent, 35 hours/week**

**POSITION**: Administrative Assistant, Community Action Program for Children (CAPC)
**LOCATION**: Barrie, ON

**PURPOSE OF POSITION**:
To support the Simcoe County CAPC Program Manager and programs with administrative tasks.

**STATEMENT OF MAJOR RESPONSIBILITIES**:
**Funding Applications and Program Reporting**
- Support quarterly and annual program reporting

**Data Analytics and Information Management**
- Use client database software (EMH Ware) to track and project program activities and participation, including demographic assessments
- Conduct data analysis and statistical reporting for program planning and funders
- Develop database forms and reports to expand reporting as necessary (with IT)
- Use survey tools to gather and assess feedback from stakeholders
- Organize and manage the CAPC shared folders

**Accreditation Compliance**
- Draft and update CAPC policies and procedures as needed
- Support staff compliance with CAPC policies and procedures review
- Maintain local staff emergency contact information
- Draft and update job specifications

**Financial Processes and Asset Tracking**
- Acquire, deploy, and track the distribution of a high volume of grocery gift cards
- Track vendor accounts and small contracts
- Process invoices to the Financial Department
- Track other assets such as keys, promotional merchandise, etc.

**Social Media Support**
- Monitor inbox and comments/reactions on social media (Facebook, Instagram)
- Collaborate with Team Lead to support communication and promotion to participants.

**Assistant to the CAPC Program**
- Receive and process participant intake forms, check eligibility and share updates.
- Work with Registered Dietitian to maintain program files on a regular basis
- Develop program forms, as required.

**Assistant to the CAPC Program Manager**
- Support Program and Project Coordination
- Attend occasional meetings and speaking engagements
- Assist with organization and registration for training

**General Administrative Support**:

- Prepare meeting agendas and minutes
- Draft correspondence
- Schedule meetings, organize conference registrations, order supplies, arrange deliveries
- Be aware of and adhere to Health & Safety Policy Rules & Regulations, referring concerns to the Program Manager, as necessary.
- Adhere to agency and program policies and procedures
- Other related duties, as assigned.

**QUALIFICATIONS**
**Education & Experience**
- 1-2 years of post-secondary education preferably in office administration
- 1-2 years of office administration in the social services sector or related field

**Knowledge and Skill Level**
- Proven ability to provide a high level of administrative duties in a professional and efficient manner.
- Demonstrate skill in decision making, problem solving, and collaboration as a team member
- Demonstrate discretion, tact, and courtesy, in relation to colleagues, participants, and the handling of confidential material.
- Experience in a non-profit setting, with multicultural and diverse populations is considered an asset.
- Proficient with a variety of computer and database programs, Microsoft Office, Zoom, TEAMS and social media platforms.
- Demonstrate well developed interpersonal, written, and oral communication skills
- Ability to organize and prioritize workload and thrive in a fast-paced environment
- Possesses a high level of analytical skills/knowledge
- A working knowledge of French and/or any additional languages is beneficial

**Valid driver’s license and access to a reliable vehicle and sufficient insurance.**

Additional Program information may be found at:
This position is within the Bargaining Unit.

**Salary Rate Range**: $44,189.00 - $49,420.00 annually
Plus a generous Employee Benefit Package, including Wellness Program, Employee Assistance Program, Pension Plan & Health and Dental Plan.

**Date of Posting**: April 3, 2024
by uploading your resume via the BambooHR link provided below:

- We are an equal opportunities employer._
- Where needed, accommodations for disabilities will be made available upon request. _
- Only those applicants selected for an interview will be contacted._

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