Administrative Assistant

**Why Join Nishnawbe Aski Police Service (NAPS)?**

Employing over 230 uniform officers and 40 full-time civilians, NAPS is the largest First Nations police service in Canada and the 2nd largest First Nations police service in North America. NAPS polices 34 communities across the NAN territory which encompasses nearly 2/3 of the Province of Ontario. Not only does NAPS have its own operational plane, but its salaries and benefits are consistent with the top 10 police services in Ontario.

NAPS is looking to hire one civilian to fill the full-time permanent unionized position of Administrative Assistant to Survivor Assistance Support Program (SASP) at General Headquarters in Thunder Bay, ON.

**JOB DESCRIPTION INFORMATION**

**PURPOSE**:
To act as a support person and provide assistance to the Social Assistance Support Program (SASP). To provide clients with program and services information, to assist Social Navigator Workers with administration services as needed and to act as Relief Worker for the SASP Team, when required.

**KEY RESPONSIBILITIES**:
1. Responds to inquiries from clients, justice sector stakeholders, community agencies and Regional Offices, assesses nature of the inquiries to provide appropriate information (i.e. case status, explanation of basic legal terminology, community resource and service information) and refer case issues to the appropriate member of the SASP Team.

2. Responds to distressed and emotionally upset clients who may be in crisis situations by listening and referring the client to SASP Team Member(s) and or as directed through policy and procedures.

3. Provide clerical and administrative support to SASP Team as required. Perform reception duties including but not limited to scheduling appointments, conference calls, maintaining schedule boards, screening incoming calls, taking messages and re-directing crisis calls to the appropriate individual, service or agency. Records telephone and walk-in enquiries and has access to the “Case Tracking System” and alerts SASP Team to critical issues.

4. Establishes and maintains office filing systems; opens, updates and closes confidential case files and updates program manuals in accordance with the SASP Policy & Procedures Manual.

5. Manipulates stored data to extract, reformat, revise and update information; compiles and prepares a variety of statistics as requested by Detective Sergeant.

6. Prepares routine correspondence (i.e. client contact letters, letters to vendors), reports, spreadsheets, graphs, presentations and proofread documents to ensure accuracy of grammar, spelling, syntax and formats.

7. Maintains, updates, and tracks office expenditures.

8. Maintains reception area and waiting room, ensures adequate supply of pamphlets, brochures, magazines, SASP business cards and routine forms and make orders of resource material with approval from Detective Sergeant.

9. Maintenance and troubleshooting of office equipment including but not limited to photocopier, facsimile machine, printers, phone system, and postage meter. Monitors inventory and status of office equipment leases; ensures adequate supplies of paper and ink cartridges, arranges for regular maintenance and repairs as required.

10. Coordinates travel arrangements and disseminates itineraries as assigned.

11. Arrange and attend SASP Team meetings and/or other conferences via Zoom and/or Microsoft Teams, maintains and co-ordinates appointment calendars for Detective Sergeant and Program staff. Prepares and distributes agendas, prepares minutes and background information/reading material and communicates with Program staff regarding events and meetings.

12. Assist Detective Sergeant and/or SASP Workers in training/orientation sessions for volunteers and students; works with students and volunteers by providing information, training, orientation and assistance; and orients new staff on clerical and administrative processes and procedures of the SASP office.

13. Pick up program delivery materials and supplies as required.

14. Perform other duties as assigned.

**Staffing and Licensing Requirements**:

- Must be able to pass a background security investigation.

**COMPENSABLE FACTORS**

**KNOWLEDGE**:

- Knowledge of NAPS and SASP services, policies and procedures, victim issues and victim services available to victims in order to provide customer service to clients, to flag and prioritize cases and important issues to the

Detective Sergeant and Social Navigator Workers, to process incoming mail, open and compile case files with appropriate and accurate documentation.
- Knowledge of Criminal Justice System processes and relevant sections of relevant legislation to respond to general enquiries from clients about court procedures and events/sequences, legal terminology in court documents, meaning of court language.
- Knowledge of community agencies and government organizations in order to provide information to clients and act as a point of contact for clie