Program Assistant

3 weeks ago

Brantford, Canada Child and Family Services of Grand Erie Full time

**POSITION: Program Assistant - Indigenous Services**

**TERMS OF EMPLOYMENT: Full-time Permanent, unionized**

**POSTING NUMBER: 2023 - 21**

**START DATE: To be determined**

**HOME LOCATION: Brantford (travel within the agency’s jurisdiction may be required)**

**EDUCATION AND EXPERIENCE REQUIRED**:

- Grade 12 plus 1-2 years Community College Diploma in an Office Administration/Business
- Administrative experience is an asset

**RESPONSIBLE TO**:Supervisor of Administration

**Position Summary**:
Under the supervision of the Supervisor of Administration, the Program Assistant provides reception, clerical and administrative support services to agency teams and programs.

**MAJOR RESPONSIBILITIES**

As a Member of the Program Assistant Team
- Perform reception duties including being the first point of contact for phone calls, utilising an electronic telephone switchboard, and cancelling appointments for workers as required
- Initial response to people coming into office building, ascertain their requirements and either direct to appropriate person/place, take message and forward to appropriate person or problem solve with clients where appropriate
- Coordinate client records, maintain digital and paper files and preparation of correspondence.
- Keyboarding of correspondence, reports and other written material, as required
- Track and maintain agency filing system as it pertains to team requirements including scanning, file retrieving, file organization and storage.
- Maintain departmental Policy and Procedure manuals.
- Prepare and deliver mailings, photocopying, scanning, faxing and uploading as required
- Provide coverage for Program Assistant team members according to agency guidelines
- Ensure files are fulsome, accurate and organized in accordance to agency standards
- Respond to unique team requirements as required
- Assist with entering referrals for the team as required
- Support a healthy and safe work environment at all times including ensuring team panic buttons are functioning at all times
- Provide administrative support for client programs and services including ad hoc committees and community tables, as assigned
- Complete other client/program services and administrative functions as assigned by the Child Welfare Managers.
- Other duties as assigned

**KNOWLEDGE AND SKILLS REQUIRED**
- Keyboarding skill of not less than 60 wpm
- Demonstrate high degree of organizational skills.
- Sound analytical skills and problem solving skills
- Knowledge of CWIS, E-forms and FYI software
- Ability to effectively use standard office equipment including scanners, fax, electronic telephone switchboards
- Ability to effectively carry out direction received verbally and in written format.
- Excellent communication skills (both written and verbally)
- Ability to function independently, prioritize and organize work activities to meet assigned responsibilities and maintain consistent even flow of work
- Ability to present a professional image to the public and demonstrate tact and diplomacy when dealing with the public, staff, and collateral agencies.
- Ability to work as part of a team
- Demonstrate confidentiality
- Demonstrated personal integrity and responsibility
- Ability to take and transcribe minutes
- Knowledge of Ministry standards for recording timelines
- Committed to AOP values of justice, equity, respect of the beliefs and traditions of others
- Knowledge of anti-black racism
- Knowledge of the impact of residential schools and colonization
- Committed to community based philosophy
- Understanding of Indigenous practices and impact of colonization
- Committed to including the voice of children/youth and families as part of our service planning and delivery
- Consent for Police
- Vulnerable Records Check
- Results must be satisfactory to the employer
- Consent for Child Welfare check
- Results must be satisfactory to the employer
- Must have a valid Ontario “G” class driver’s license and reliable vehicle.
- Child and Family Services of Grand Erie is committed to working from an Anti-Oppressive and Equity practice and is dedicated to building a workforce that reflects the diversity of the community in which we live and serve._
- We are committed to creating an accessible environment for all. Please let us know if you have any accommodation needs._
- We thank all applicants; however only those considered for interviews will be contacted._

**Job Types**: Full-time, Permanent

**Salary**: $51,435.00-$56,579.00 per year

Schedule:

- Monday to Friday

Licence/Certification:

- Class G Licence (required)

Work Location: In person

Application deadline: 2023-11-21

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