Office Administrator

1 week ago

Ottawa, Canada TIPES Full time

Thinking in Pictures Educational Services (TIPES) is a charitable organization that provides applied behaviour analysis and mental health services to individuals using a holistic approach in an inclusive and supportive environment. Our multidisciplinary team is comprised of social workers, counsellors, behaviour technicians, BCBAs, BCaBAs, and a consulting clinical psychologist. Our values are rooted in equity, inclusion, collaboration and client and integrity.

**We are looking for a skilled office administrator to join administrative department. If you are interested, we would love to hear from you**

**SUMMARY OF POSITION**:The office administrator is primarily responsible for scheduling client and employee schedules as well as providing support to management to ensure company goals and objectives are accomplished and operations run effectively.

**POSITION STATUS**:Full-time, permanent (37.5 hours per week)

**SALARY**: starting at $22.00/hour

**START DATE**: TBD

**MAIN RESPONSIBILITIES**:

- Maintain internal processes that support management, coordinating internal and external resources to expedite workflow
- Create and maintain staff and learner weekly schedules
- Coordinate with consulting clinical psychologist to create monthly supervision schedules
- Welcome client families and office visitors
- Perform filling duties and ensure accounting and client files are up to date
- Maintain and/or update forms for staff and client/families, including registration forms, forms supporting policies and procedures and applicable Ministry guidelines
- Assist the Controller in preparing monthly invoices for TIPES clients and issuing insurance receipts
- Assist controller in responding to client inquires
- Maintain monthly client billing records for the controller
- General administrative duties such as photocopying documents and ordering supplies, as required
- Assist Manager of Administration with administrative and operational duties as assigned

**EDUCATION/EXPERIENCE**:

- College diploma in Business or Office Administration or equivalent secretarial training courses
- Minimum of 1 year experience in an administrative position with progressive responsibility

**ASSETS**:

- Bilingual skills
- Experience with non-profit organizations
- Experience with individuals with disabilities, specifically autism

**ADDITIONAL COMPETENCIES/SKILLS**:

- Demonstrated proficiency in office procedures such as setting up and maintaining filing systems, manuals, etc.
- Proficiency in MS Word, MS Excel and MS Outlook is essential
- Demonstrated ability to prioritize and multitask
- Ability to work in a fast-paced environment with frequent interruptions and daily deadlines
- Professional level verbal and written communication skills
- A proactive approach to problem-solving with strong decision-making skills
- Meticulous attention to detail
- Good judgment, strong interpersonal, organizational and time management skills.
- Ability to deal with sensitive and confidential matters with diplomacy, tact, and discretion

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