Administrative Assistant

1 month ago

Sturgeon County, Canada Nightwind Treatment Centre Full time

BACKGROUND

Nightwind Treatment Centre currently operates three inpatient treatment facilities for youth. We are trauma-informed and integrate indigenous healing into our treatment program. We are accredited by the Canadian Accreditation Council and we are proud to be dual licensed as a Residential Facility under the Child, Youth and Family Enhancement Act, and a Residential Addiction Treatment Service under the Mental Health Services Protection Act.

Kihew House, Sturgeon County
- 9-bed, Rural Treatment Program for young women ages 12-18;
- Treatment program supporting abuse history, substance abuse, conflict;
- Trauma-informed care integrated into the program;
- Focus on indigenous cultural teachings and experiences as the foundation of our four-stage treatment which is aligned with the medicine wheel and seven sacred teachings.

Stony Creek, Tawatinaw Valley
- 7-bed, Rural Co-Ed Receiving Program for youth ages 12-22;
- Receiving program for youth in preparation for treatment;
- Trauma-informed care integrated into the program;
- Focus on healing and skill-building through agricultural programming, connecting with nature, outdoor education, and physical fitness activities.

Grandmother Turtle House, Westlock
- 4-bed, TSIL Program for young women 15-22;
- Transition to Semi-Independent Living program for stabilized young women;
- Trauma-informed care integrated into the program;
- Focus on daily living skills, school success, employment and transitioning to independent living.

Job Purpose

The Finance/HR position supports the Service Team to ensure an effective program for all youth.

Attitudes
- Maintain and promote the philosophy that “every child will do well if they can” for all staff
- Champion a trauma informed approach by reinforcing for all staff the importance of healthy relationships and the effective prevention and resolution of conflict
- Maintain a service-oriented approach to working with staff.

Environment
- Establish and maintain a culture of learning, professional growth, trauma informed practice, cultural relevance and overall focus on healing and treatment for persons-served

Administration
- Adherence to the high standards of accreditation expected of a high-quality treatment facility and ensure positive relationships with all licensing bodies
- Complete recommended changes to Policy and Procedures based on direction from the Service Team
- Applications for CAC and program licensing
- Support the digital filing of all organization activities
- Draft memos and letters on behalf of the Service Team

Human Resources Support
- Support the Service Team with recruitment, onboarding and offboarding of employees and contractors
- Exercise effective human resources processes along with the Service Team
- Updating information in the HRIS
- Maintain digital personnel files in the HRIS
- Tracking performance evaluations and reminding the Service Team
- Monitoring training progress for all staff
- Drafting letters and memos on behalf of the Service Team
- Timesheet administration with payroll provider
- Efficient completion of ROEs
- Tracking and monitoring of vacation time
- Enrollment of staff in Group Benefits
- Maintain records or insurance, contracts and licenses
- Track staff training and book necessary training as required

Finance
- Paying program expenses according to the program budget
- Identifying program expenses in bookkeeping software in preparation for external accounting review
- Communicate effectively with the Service Team on support for persons-served to maximize per diem revenue
- Bring forward cost saving measures to maintain high quality care and remain fiscally responsible
- Maintain client lists for intakes, discharge and locations for accurate invoicing
- Record and pay all monthly expenses on an ongoing basis
- Prepare weekly float reconciliation for all programs
- Create AR invoices and submit for payment on a regular basis
- Ensure that all financial transactions are processed accurately, in a timely manner
- Perform month-end closing procedures and account reconciliations

Qualification

As an organization who supports indigenous youth, individuals must maintain knowledge and understanding on reconciliation and want to work with an organization to change the lives of youth for the better.
- Advanced skills using web-based programs, word processing and file sharing is essential.
- Knowledge of standard accounts payable and receivable policies, procedures and regulations is essential.
- Knowledge of QuickBooks or other accounting software is essential.
- Professional who is positive, maintains a growth mind-set and enjoys working as part of a team is essential.
- Completion of specialized administrative support program or equivalent is preferred.
- 2 years of experiences related to the administrative assisting is preferred.
- Experience using a Human Resources Information System is an asset.

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