Team Administrative Assistant

5 months ago

Gravenhurst, Canada Dnaagdawenmag Binnoojiiyag Child & Family Services Full time

***

Reporting to the assigned supervisor, the Team Administrative Assistant is responsible for providing administrative and technical support services to the service team or teams to which they are assigned. The Team Administrative Assistant will also provide support to ensure that administrative systems are functioning effectively and efficiently in support of smooth implementation of Dnaagdawenmag Binnoojiiyag services for staff, clients, visitors, and the public at large. The Team Administrative Assistant will also be responsible for clerical and reception duties as required.

**RESPONSIBILTIES**

**Administrative and Technical Support Duties**:

- Assists with establishing and maintaining computerized and manual filing systems as required.
- Assists with the collation and maintenance of computerized monthly attendance records and other computerized documents.
- Assists with the collation and maintenance of monthly and quarterly statistical reports, quarterly financial reports, budget submissions and year-end reports.
- Assists with the maintenance of an inventory list and maintenance of equipment, furnishings, and supplies.
- When performing Reception duties, greet visitors, ascertain nature of business; assist with troubleshooting problems; refer to appropriate person, department; assist with necessary forms, paperwork, letters; follow-up for resolution; escalate non-routine requests to Executive Director or other Senior Manager (or in branch locations to the Supervisor assigned to that office); ensure reception area is organized and neat at all times.
- Assists with preparations for groups/meetings, conferences.
- Runs errands as required, orders office supplies, and maintains office equipment as needed.
- Prepare, key in, update, edit and proofread correspondence, requisitions, invoices, presentations, brochures, publications, budget spreadsheets, policies, reports and related material from electronic documents, and handwritten copy.
- Maintains a petty cash fund.
- When acting as a Receptionist, maintains the voice mail system, receive visitors, answer incoming calls, collect and log incoming mail.
- Provide filing, fax and photocopy support to staff as required.
- Liaises with other service providers as deemed appropriate.
- Prepare agendas, meeting packages, and minutes of meetings as requested.
- Coordinate, organize and confirm meetings, conferences, training sessions, travel arrangements, special events, as required.

**Other Duties**:

- Ensures the effective implementation of other duties as determined by the Supervisor.
- Provide in-house IT support as needed.
- Initiate a centralized and digitized document/record keeping system.
- Digitize Dnaagdawenmag Binnoojiiyag historical documents.
- Assist with selection and maintenance of a database software system.
- Special projects assigned tasks and additional regular duties as required.

**Education & Experience Requirements**:

- College diploma in business administration or related field OR
- Minimum Grade 12 education with a minimum of five (5) years administrative support experience substantially like this position’s responsibilities as listed.
- Experience working within Child Welfare and/or Indigenous Child-Wellbeing setting would be considered an asset.

**TO APPLY**

o Resume (include 3 supervisory work related references)
- Incomplete Applications will not be considered.
- Only those selected will be contacted for an interview.
- As an Indigenous Child Wellbeing Agency, we give priority to applicants who identify as First Nations, Inuit, Métis, and those with close affiliations.

**About Dnaagdawenmag Binnoojiiyag Child & Family Services**:
Dnaagdawenmag Binnoojiiyag (Nog-dah-wen-mawg) (Bin-ooh-zhee-yug) Dnaagdawenmag Binnoojiiyag Child & Family Services is a multi-service Indigenous Child Well-Being Agency. We provide a stable foundation for children, youth, and families, through wraparound services that are culturally based and family-focused. We seek to support our families in the way they deserve, with care and authenticity, and by recognizing and respecting spirit. We form a wholistic, inclusive, and nonjudgmental circle of care. We seek to honour and support those we serve, with a constant commitment to growing our base of knowledge and expertise. Passionate about helping our communities and making them better, healthier places, we are committed to being open, honest, communicative partners with our communities and Nations.With awareness and knowledge of structures of power and history, we approach families as equals, to help them find their place and identity. We advocate for those who do not have a voice, acting with leadership and integrity.Dnaagdawenmag Binnoojiiyag was the vision of grassroots First Nations prevention staff over twenty years ago, they continue the work today and act as an advisory to our Board. We obtained our mandate to seek Designation and to provide child protection services in our jurisdiction from o

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