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Administrative Assistant

4 months ago

Hawkesbury, Canada Canadian Mental Health Association Champlain East Full time

The Canadian Mental Health Association - Champlain East is a community-based agency dedicated to providing community support services to persons living with a mental illness and concurrent disorders. Our Branch has been designated under the French Language Services Act since 1991 and as such, is committed to providing services in both official languages (French and English).

**All applicants must be fully vaccinated against COVID-19 in order to be considered for a position with CMHA Champlain East, unless they have an exemption on a medical ground. Upon hiring, proof of vaccination or exemption will be required.**

**Administrative Assistant**

**PURPOSE OF THE POSITION**: To ensure the provision of reception and administrative services to support the Branch’s programs and activities

**ACCOUNTABILITY**: Operations Manager

**QUALIFICATIONS**:
**Requirements**:

- Post-secondary education/training in Office Administration with at least one year of general office experience (or equivalent balance of education and experience)
- Knowledge and understanding of mental health and addictions, considered an asset
- Knowledge of the social services and/or health field, including local resources, considered an asset
- Experience with database management and report generation
- Experience with accounting and payroll databases and principles
- Administrative writing skills for the purpose of translating documents from English to French and French to English
- Well organized and able to work independently and as part of a team
- Possess a valid driver’s license and have access to a vehicle
- Ability to work flexible hours (some evening and weekend hours may be required)

**Language**:

- Proficiency in both official languages is a requirement as per the Branch’s French Language Designation Plan

**Skills, Knowledge and Abilities**:

- Ability to organize time and prioritize tasks to achieve objectives, demonstrating organization, planning & coordination skills
- Ability to deal tactfully with a diverse group of people internally and externally, and maintain confidentiality
- Proficiency in Microsoft Office programs, such as Outlook, Word, Excel and PowerPoint
- Proficiency in virtual platforms such as MS Teams
- Demonstrates initiative when appropriate and is willing to learn new skills
- Demonstrated ability to observe boundaries, engage in appropriate emotional regulation, refrain from dual relationships with clients/volunteers
- Engage in reasonable self-care strategies that incorporate balancing work/life responsibilities
- Excellent problem-solving and decision-making skills

**RESPONSIBILITIES OF THE POSITION**:
In cooperation with other administrative support staff, may consist of:

- Provide receptionist duties
- Coordinate the Ontario Telemedicine video conference service
- Mail Branch documents as required. Distribute mail and information received
- Develop and maintain an effective filing system for the Branch (including computer files), which respects the policies and procedures of the Branch (e.g. confidentiality, legal requirements)
- Coordinate the registration of groups, receive payments
- Take minutes of meetings as directed
- Coordinate training registrations and travel arrangements for staff
- Maintain up-to-date lists of service organizations, groups and service users
- Facilitate Branch building maintenance
- Provide, in conjunction with management staff, administrative duties for each department/program
- Maintain accounts payable and payroll program system (match invoices to purchase orders, input on the computer system, weekly computerized cheque run, month-end reconciliation, deposits, employee expenses)
- Maintain accounts receivables (reconcile petty cash reports including deposits, complete bingo reconciliation, deposits and weekly report)
- Order, maintain and inventory supplies for all offices
- Administer voice mail and phone system
- Format and edit Branch documents and maintain forms within Branch databases (Caseworks, Lanteria)
- Maintain and update content on social media platforms (website, Facebook, etc.)
- Translation of documents between English and French
- Provide timely and informative reports as directed and requested by the Manager