Business Administrator II

3 weeks ago

St Catharines, Ontario, Canada Family and Children's Services Niagara Full time
Job Summary

We are seeking a highly organized and detail-oriented Business Administrator II to provide administrative support to our teams of Child Protection Workers, Legal Services, and the Family Counselling Centre. The successful candidate will be responsible for enhancing the efficient and effective functioning of assigned teams/departments.

Key Responsibilities
  • Provide administrative support to assigned teams/departments, including processing of mail, filing and electronic file systems, word processing, spreadsheet development, PowerPoint presentations, data entry, minute taking and distribution, booking of taxis, etc.
  • Respond to telephone calls, emails, or other messages, as well as direct messages, provide information and/or assistance, and direct or refer as appropriate and with urgency if required.
  • Assist with preparation, completion, input, maintenance, tracking, and review of correspondence, data, records, verification documents, court documents, payments, MTO record checks, criminal record checks, etc.
  • Assist in preparation for reviews, audits, or other similar processes such as Serious Occurrence Annual Roll-up, Reports to Region and Ministry, Child Care Licensing, Crown Ward Reviews, and Foster Care Licensing.
  • Photocopy, collate, package, expedite, and process documents and files.
  • Prepare, compile, and maintain department forms, policy and procedure manuals, information packages, etc.
  • Prepare and process all department paperwork accurately and in a timely fashion.
  • Order supplies for the department and ensure supplies are maintained at an adequate level.
Organization of Meetings/Scheduling
  • Coordinate a variety of meetings, appointments, and training including inviting participants, scheduling times and dates, and all logistics including booking board and conference rooms, arranging room set-up, audio-visual equipment, and meals and refreshments.
  • Prepare for meetings by composing and distributing agendas and materials.
  • Coordinate travel and transportation arrangements as required.
  • Maintain schedules and the department calendar including vacations and coverage schedules.
Data Maintenance
  • Create and maintain electronic and manual filing and tracking systems.
  • Retrieve information; keep confidential and other records; maintain filing systems; scan documentation to the electronic filing system.
  • Enter information and maintain databases, processing reports as requested.
  • Maintain current electronic addresses books, mailing lists, and Lotus Notes sign-out logs.
Team Building
  • Develop professional working relationships with team members.
  • Actively participate and engage in team and staff meetings, training sessions, and other meetings/sessions as required.
  • Support the team and work with team members to ensure department and/or agency needs are met.
Other Related Activities
  • Provide basic technical support to teams for basic usage of computers, software, and devices such as copiers, scanners, Xerox machines, and printers and complete user-level maintenance of office equipment.
  • Participate in planning events as required and directed by the Manager of Business Administration.
  • Ensure accurate management of petty cash where assigned.
  • Know and adhere to all applicable FACS policies, procedures, and relevant administrative practices.
  • Strive to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
  • Participate in mandatory learning/education to maintain and update skills and knowledge as required.
  • Assist in the training and orientation of peers.
  • Work in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations.
  • Provide back-up to other Business Administrators as well as Customer Service Representatives as needed.
  • Perform other duties as required.
Requirements
  • Post-secondary diploma in Business (Office Administration).
  • One year of recent related experience.
  • A Valid G Driver's License and access to a reliable motor vehicle with appropriate liability insurance is required.
Skills and Abilities
  • Solid demonstrated ability to use MS Office applications (e.g. Word, Excel, etc.) and word processing skills of 50 wpm.
  • Familiar with Laserfiche, Access, Lotus Notes, CaseWorks, and CPIN.
  • Good written, oral communication, and interpersonal skills providing constructive, meaningful, and timely interaction with all levels of staff.
  • Excellent grammatical and spelling skills.
  • Ability to complete tasks with attention to detail in the presence of frequent interruptions.
  • Solid understanding and commitment to quality service and best practices.
  • Highly detail-oriented.
  • Flexible, adaptable, and responsive to change.
  • Ability to maintain confidentiality, and act with integrity and trustworthiness.
  • Self-directed with an excellent ability to organize my own workload, prioritize, and multi-task.
  • Ability to work with and meet tight timelines and demonstrate initiative.
  • The ability to communicate in French or another language is an asset.

Please apply with your cover letter and resume to shawna.mcelroy@facsniagara.on.ca. We thank all applicants however only those considered for an interview will be contacted.

Family and Children's Services Niagara is an equal opportunity employer committed to inclusive barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Department to ensure your accessibility needs are accommodated through this process.

About FACS Niagara:

A lot has changed in our community and our world since the founding of Family and Children's Services Niagara in 1898, but our organization's commitment to safe kids and strong families holds true. Through an extensive portfolio of programming, including child protection, fostering and adoption, counselling, and childcare, FACS Niagara protects our community's children, strengthens its families, and helps youth and adults achieve their full potential.

In the Ministry of Community, Children and Social Services 2021 Annual Review, FACS Niagara was recognized for:

100% compliance related to children and youth placed in extended society care for 24 consecutive months.

100% compliance related to all Indigenous service requirements.

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