Family Program Assistant

2 months ago

Regina, Canada Ranch Ehrlo Society Full time

Location: Regina, SK
Position: Part-time Permanent
Posting Closing Date: April 3, 2024

**Ranch Ehrlo' s Family Treatment Program is seeking to fill one part-time permanent Family Program Assistant Position**.

The Family Program Assistant provides administrative support to the family treatment programs by generating and distributing correspondence, assisting with the management of participant admissions and discharges, and performing clerical duties. The Family Program Assistant manages the reception area and directs inquiries to the appropriate person or department. The Family Program Assistant is responsible for organizing contracts for the Family Treatment Program. The Family Program Assistant manages the filing system including; filing, tracking files, and archiving. The Family Program Assistant is responsible for inputting, modifying, and retrieving data from various sources.

**Education and Professional Certification**
- Certificate or diploma in office administration or a related field of study.

**Experience**
- Minimum one (1) year of experience working in an office environment.
- Experience working on computers with software packages including; Excel, Word, and Outlook.
- Experience working with various databases.

**Skills and Characteristics**
- Ability to complete tasks independently and efficiently.
- Strong interpersonal skills with the ability to form professional working alliances.
- Strong written and oral communication skills.
- Ability to adapt to new situations.
- Effective time management and organizational skills with the ability to prioritize.
- High attention to detail.
- Ability to perform data entry with a high degree of accuracy.
- Emotional competence and self awareness.
- Strong problem solving and decision-making skills.
- Open to continuous education and learning and development opportunities.
- Proficient computer skills.

**Duties and Responsibilities**

**Services**
- Answer and direct calls on main reception and visitor inquiries at front reception.
- Process incoming and outgoing mail.
- Coordinate and schedule appointments, meetings, and planning days.
- Complete, track, and record participant admissions and discharges.
- Prepare and maintain participant files.
- Manage participant filing system including; filing, tracking files, and archiving.
- Enter and update participant information in applicable databases.
- Track and record program referrals.
- Develop, maintain, and distribute a list of reports due to the team on a monthly basis.
- Process all reports and ensure they are forwarded on to the appropriate referral agency.
- Maintain a list of all fee for service contracts and expiry dates. Distribute contracts to Finance and referral agencies.
- Update the programs wiki including face sheets for the families in the program, phone lists, work schedules, on-call schedules, etc.
- Develop, maintain, and update documentation and correspondence such as reports, letters, forms, and resource materials. Complete all documentation clearly, accurately, and in a timely manner.
- Distribute documents, forms, and correspondence to the appropriate person, department, or external stakeholders.
- Ensure the reception and common areas are tidy and presentable.
- Perform other related duties as assigned.

**Leadership**
- Provide leadership and training to new employees, practicum students, and volunteers
- Display positive role modelling, agency values, and fairness.
- Ensure policies, procedures, and agency standards are being met.

***Management of Resources**
- Maintain office supply inventory and order office supplies as needed. Submit receipts and reconcile expenses for office supplies.
- Ensure maintenance of office equipment and arrange for repairs and service as required.

***Safety**
- Maintains, promotes, and reinforces safe work habits, practices, and procedures.
- Adheres to written or verbal agency and government regulations, policies, practices, and instructions.

**Additional Requirements**

The incumbent is responsible for completing all mandatory training requirements for the position as per agency policy and guidelines.

Wage range for this position is $23.09 to $29.85 per hour.

Any questions, please contact Patti Petrucka at 306-751-2913.

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