Administrative Assistant

2 months ago

Kitchener, Canada Lutherwood Full time

STARLING COMMUNITY SERVICES IS DEDICATED TO SUPPORTING COMMUNITIES WHERE EVERYONE EXPERIENCES MENTAL WELLNESS, OPPORTUNITIES FOR EMPLOYMENT, A PLACE TO CALL HOME, AND A SENSE OF BELONGING.

To better serve the diversity of our community, the agency is committed to embedding anti-racist, anti-oppressive practices, and perspectives into the fabric of our organization. We have implemented mandatory antiracism training, we are actively building safe spaces to host brave conversations for learning, and we are fostering a culture of belonging for all, but especially BIPOC, 2SLGBTQIA+, historically and presently marginalized individuals and communities.

**There is one Full-Time contract Administrative Assistant (Accounting) position available starting on October 28, 2024, and ending on November 30, 2025. working 37.5 hours per week.**

**Your Role**:
Acts as the primary point of contact for client inquiries and provides information regarding the services at Lutherwood. Provides a high level of customer service and administrative support to clients, staff and programs.

**Tasks**:
Customer Service:

- Greets clients and responds to a variety of telephone and walk-in inquiries, provides program information and directs clients appropriately to internal and external resources.
- Collects client intake information and schedules clients into appropriate services.
- Responsible for coordinating and scheduling for staff and clients.
- Responds to first level of community and client inquiries.
- Provides referrals to other Lutherwood programming, as well as other community organizations.
- Able to respond in a professional manner to complex needs of individuals, couples and families, including unpredictable situations, in accordance with Lutherwood’s policies and training, i.e. customer service, de-escalation, safe TALK training.
- Acts as a communication liaison for programs within Lutherwood.

Administrative Support:

- Provides administrative support to clients, staff, and programs.
- Formats and maintains marketing materials, in accordance with agency updates.
- Responsible for ordering office, program and promotional supplies.
- Responsible for processing incoming and outgoing mail and courier services.
- Distributes, collates, and reviews customer satisfaction surveys and brings variances to the attention of the supervisor or manager.
- Prepares and distributes a variety of information packages.
- Develops and maintains a variety of documents, including forms and program manuals.
- Maintains a client message service.
- Responsible for processing financial transactions, in addition to maintaining a petty cash float.
- Completes purchase orders and cheque requisitions ensuring appropriate approval is completed.
- Assists with the coordination and preparation of special events.
- Maintains systems related to the operation of the facility, including the telephone system, alarm system, photocopy codes, keys, parking, maintenance needs, adequate supplies of meeting room materials, etc.
- Serves as liaison with maintenance and custodial staff to address the needs of building.
- Provides back-up support to other administrative positions.

Data Management/Record Keeping:

- Responsible for the accurate data entry of confidential client information into a variety of databases.
- Acts in the capacity of a coach with new staff requiring assistance with procedures pertaining to data collection.
- Develops, maintains and modifies a variety of basic to advanced databases.
- Runs queries and reports to manage and report on client information, as per requirements from program managers/supervisors.
- Reviews and collates data, program statistics and reports in relation to individual and program targets, and reports variances to the supervisor / manager.
- Responsible for the maintaining a variety of filing systems.

Proofs psychologist/psychiatrist court/program reports and ensures they are complete and accurate (Benjamin Road).

**Your Talents and Experience**:
A college certificate or diploma in Office Administration and/or minimum two years administrative experience or equivalent education/experience combination. Minimum typing speed of 60 w.p.m. Knowledge of and ability to utilize a variety of office machines, such as computers, fax machines and photocopiers. An excellent knowledge of a variety of computer word processing and database packages, especially Microsoft Office, is essential. Able to adhere to a high standard of confidentiality with respect to client information. Experience working with Microsoft Access and Excel is a definite asset. Excellent communication and interpersonal skills. Ability to work independently with mínimal direction. Ability to handle multiple tasks. Reliable transportation is required.

**What’s in it for you?**
- Note: most new team members will start between the starting salary and the mid-point of the range.
- **Job Band C (hourly wages): Min - $21.43, Mid - $22.18, Max - $22.95**:

- A posi

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