23-04 Administrative Assistant- Centralized Services

2 months ago

Ottawa, Canada Children's Aid Society of Ottawa Full time

**General Information on the Position**

**CENTRALIZED SERVICES**

**Administrative Assistant - Bilingual position**

**(1) Regular Full Time Opportunity**:
**The Position**:
The Administrative Assistant reports to the Supervisor of Administrative Services. As an administrative expert, the Administrative Assistant has a valuable role in supporting the administrative needs of the agency, both in providing service to staff, clients, resource families, volunteers, and community partners, as well as tracking and managing information in various information management systems.
- Provide administrative support to specific programs or staff groups within the Society as required.
- Enter and maintain information in various information management systems (eg. client records, agency databases) as required.
- Prepare letters, reports, memoranda, minutes, forms and schedules as assigned.
- Assist staff with typing forms, correspondence materials, legal documentation and other, using word processing programs within required timelines.
- Maintain tracking systems as required, utilizing a “bring forward system” when necessary. Contribute to the development and updating of the AA desk manual and/or other manuals as requested.
- Coordinate and attend meetings and other activities as required. Assist in preparing for meetings, presentations by organizing and gathering the necessary documentation and supplies. Take, complete and distribute minutes/notes as requested.
- Create, print and distribute statistical reports as requested.
- Order and maintain office supplies/forms and other equipment as requested.
- Complete travel and transportation arrangements as required.
- Provide coverage for administrative supports as required.
- Familiarize staff, students & volunteers with various systems and administrative processes.
- Perform other administrative duties as required by the supervisor
- Must be flexible to work on site and remotely as required.
- The Administrative Assistant works collaboratively with an assigned group of clinical teams or program area, and with other Administrative Assistants in the agency.
- The Administrative Assistant keeps their Supervisor informed of issues and concerns which may impact on safe and effective service delivery (internal and external).
- The Administrative Assistant establishes and maintains good professional working relationships with staff, clients, resource families, volunteers, and community partners.

**Qualifications**:

- High school diploma or equivalent;
- 2 years of experience in an administrative position with progressive responsibility is required;
- Experience in Child Welfare or a related service area is considered an asset;
- Excellent knowledge of office procedures and familiarity with management of office systems;
- Demonstrated knowledge and understanding of the culture, history and current oppressions experienced by people related to gender identity, gender expression and sexual orientation faced within the 2SLGBTQIA+ communities
- Demonstrated knowledge and understanding of the culture, history and current oppressions experienced by Indigenous peoples and racialized communities.
- Applies anti-racist, anti-ableist, anti-colonialism, anti-heterosexism and anti-cissexism lenses to social problems
- Excellent communication skills in French and English (both verbally and in writing) with client, staff and community professionals.
- Good judgment, strong interpersonal, organizational and time management skills;
- Demonstrated ability to prioritize, multitask and take initiative.

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