Administrative Assistant

1 month ago

Lac La Biche, Canada WJS Canada Full time

**The Program**

WJS Canada delivers direct services to adults, children and youth with complex needs, experiencing mental illness, substance related concerns, psychological trauma and diverse abilities, within a trauma-informed care framework.

WJS Canada is one of the only private, national social service agencies in Canada. With approximately 125 services delivered across British Columbia, Alberta, and Ontario through more than 90 government contracts. Its 600+ dedicated staff, serve approximately 1,300 persons across Canada every day, offering individualized programs through a balance of education, training, life skills and culturally appropriate recreation and leisure activities with structured cognitive-behavioural interventions and a high degree of family and community involvement.

**In Your Role You Will**
- Adheres to the standards as guided by WJS general, personnel and program policies, as well as provincial regulations and demonstrates an understanding of WJS values, policies, and procedures.
- Completes month end duties, including invoices, staff summaries and month end reports.
- Ensures all invoices, bills, expenses claims, etc., are submitted to the financial coordinator promptly.
- Deals with clients and their families in a professional manner as well as greets and interrelates with service representatives, clients, general public, related agency staff and other community services.
- Coordinates and performs a range of staff and/or operational support activities for the region/program group; serves as a liaison with other parts of the organization in the resolution of day-to-day administrative and operational problems.
- Operates personal computer to compose and edit documents, reports, and other materials from notes or verbal direction or from knowledge of established policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
- Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for senior management which may include coordinating travel and lodging arrangements.
- Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
- Assists management and staff in problems solving, project planning, and development and execution of stated goals and objectives.
- Establishes, maintains, and updates files, databases, records and/or other documents; develops and maintains data and performs routine analysis and calculations in the processing of data for recurring internal reports.
- Requisitions supplies, printing, maintenance, and other services, as required.
- Leads and trains lower graded staff and/or student practicums, as required.
- Performs miscellaneous job-related duties as assigned.

**The Position**

Under general supervision, the Administrative Assistant performs a variety of administrative and staff support duties for a region or group of programs in this CARF/CET accredited agency, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors and resolves administrative problems and inquiries; composes, edits, and proofreads reports and proposals and prepares a range of administrative documents. They have the responsibility of helping set a friendly and courteous atmosphere.

The Administrative Assistant will assist Program Managers and Directors with preparing and maintaining both client and employee files, scheduling and pre-evaluation documents, completing job posting request forms, conducting reference checks and credential verifications, petty cash and expense reports, as well as, program and other administration items for the programs as needed. This position will also work with the Program Manager for coordination of transportation services for the program(s).

This position is NOT a work from home (WFH) position; this full-time position is based out of the WJS Canada Administration office in Lac La Biche, Alberta, which supports the Family Services programs, staff and management for that region.

Scheduling
One (1) permanent, full-time position with a schedule of 40 hours per week:

- Monday through Friday, 0830-1630

**Criminal Record Check/Ministry Check Statement**

** Prior to confirmation of employment all applicants must provide a current (dated within 6 months of hiring date) Criminal Record Check and Ministry Check. These checks can take up to 6 weeks to obtain, please ensure you prepare accordingly.**
- Minimum high school diploma or general equivalency diploma (GED) with a specialized admin support program.
- Minimum of 3 years of experience directly related to the specified duties and responsibilities.

Other Requirements / Competencies:

- Familiar with computer-based group conference processes (i.e. Teams)
- Ability to re-prioritize and adjust to interruptions and changing req

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