Administrative Assistant Iii, Support Services

**Administrative Assistant III, Support Services - Youth Protection Team (Maternity Leave Replacement)**:
KSCS is seeking an experienced and responsible individual to provide general and clinical administrative support to the Youth Protection/YCJA Caseworkers and Clinical Supervisors. Under the guidance and support of the Clinical Supervisors of Youth Protection (YP) and Youth Criminal Justice Act (YCJA), the Administrative Assistant III provides crucial analytical and specialized administrative support aimed at alleviating Clinical Supervisors and Case Workers (YP / YCJA) of complex details that may deal with highly sensitive information related to clients. Coordinates specific tasks assigned by the KSCS Manager of Child and Youth Wellness; participates in various working groups/meetings and may be required to take and distribute meeting minutes.
- Department:

- Family Services, Support Services
- Duration:

- 18-month contract, six (6)-month probationary period.
- Salary:

- Starting at $27.84/hour.
- Schedule:

- 35 hrs/week; must be willing to work flexible hours as necessary

**Description**:
Under the guidance and support of the Clinical Supervisors of Youth Protection (YP) and Youth Criminal Justice Act (YCJA), the Administrative Assistant III provides crucial analytical and specialized administrative support aimed at alleviating Clinical Supervisors and Case Workers (YP / YCJA) of complex details. This role is essential for fostering a safe and supportive workplace environment, particularly when handling sensitive matters related to employees and management. The Administrative Assistant III approaches all tasks with empathy and care, recognizing the diverse experiences of individuals within the organization.

Working within the framework of the organization’s business objectives and core values, Administrative Assistant III utilizes a comprehensive understanding of relevant skills and practices to independently manage large and complex activities or projects. Performs advanced administrative duties including issues of a sensitive nature related to clients. The role requires mature and advanced knowledge, ensuring that support is not only effective but also sensitive to the needs of all team members.

Through trauma sensitive approaches and a commitment to legal integrity, the Administrative Assistant III helps to foster an organizational culture that prioritizes trust, respect, and well-being, while upholding the organization’s goals of compliance, equity, and creating a positive, resilient workplace for all.

**Responsibilities**:
Provides Clinical Administrative Support to the Youth Protection / YCJA Team:

- Provides updates and reports/documents received from external service providers regarding mutual clients.
- Assists in updating and uploading YP/YCJA Caseload Summaries as needed.
- Organizes and attends relevant meetings requested by the Caseworkers (YP/YCJA) and Clinical Supervisors (YP/YCJA) and takes and distributes minutes.
- Assists in planning, organizing and scheduling Team Meetings, Trainings, Case Conferences, Case Review Meetings, Family Preservation Meetings including room bookings, equipment supplies and catering if necessary.
- Ensures that case reviews are completed as per the timelines outlined.
- Books or cancels clients appointments
- When requested, assists in obtaining documents from clients’ paper files.
- Ensures that Notifications of Placements are completed and submitted to the Foster Care Administrative Assistant and Foster Care Extended Family Resource Worker
- Contacts institutions and group homes for reporting purposes and act as the liaison to the Foster Care Administrative Assistant.
- Receives case aide requests and distributes to the Foster Care Administrative Assistant.
- Receives, distributes and maintains documents from the Monteregie.
- Records and distributes Youth Protection Signalements to the Monteregie.
- Receives, monitors and maintains special requests, including _Jordan’s Principle Requests_ and completes _Requests for Contracts_.
- Establishes and maintains file systems and retrieval for YP/YJCA caseworkers and clinical supervisors.
- Assists in preparing documentation for court and legal services.
- Set up file management and archival systems.
- Classifies, indexes, and stores sensitive documents.

Provides General Administrative Support to the Youth Protection / YCJA Team:

- Assists and maintains the development of standard operating procedures and policies for systems within Youth Protection.
- Ensures that administrative guidelines are interpreted correctly and followed by staff.
- Drafts letters, memos, reports, and prepares Power Point presentations upon requests.
- Produces and records Purchase Orders and coordinates cash advancements and disbursements for the Youth Protection and Youth Criminal Justice Act team.
- Verifies and processes travel expense sheets for the YP/YCJA Team in coordination with Clinical Supervisors.
- Receives, monit