Administrative Assistant

The Alice Saddy Association envisions a welcoming, diverse and inclusive community where all people are valued and contributing citizens. We are committed to supporting people with disabilities and their families to make the connections needed for a meaningful self-directed life. The cornerstones of our mission, and vision are rooted in our core values of respect, collaboration, accountability and creativity.

Reporting to the Manager, Supports (Passport), the **Administrative Assistant, Passport and Support Services** provides essential clerical and administrative support to the Passport Program and Support Services. This role ensures smooth operations by maintaining accurate records, supporting financial processes (including mileage and Passport expense tracking), and assisting with compliance related to Ministry Quality Assurance Measures. A key function is to act as a resource for individuals and families accessing Passport funding—completing intake documentation, educating on eligible expenses, facilitating supported purchases, and monitoring fund usage in the TIMMS system.

In addition to administrative duties, the administrative assistant plays an active role in empowering individuals and families by fostering independence, promoting self-direction, and advocating for inclusive community involvement. Strong communication and organizational skills are essential, as the role involves frequent collaboration with the Finance Department, Managers, support staff, and external stakeholders. The administrative assistant must uphold the values and policies of the Alice Saddy Association while maintaining professionalism, confidentiality, and a person-centered approach in all aspects of their work.

The Alice Saddy Association is an equal opportunity employer committed to equity, diversity, inclusion, and accessibility. We strive to create a welcoming environment where all individuals, including those living with disabilities, feel valued and supported. Accommodations are available throughout the recruitment process—please let us know if you require any when invited for an interview.

**Included in this role** - Clerical and administrative assistance with the management of Passport-funded supports including but not limited to intake, fund management and data entry

**Qualifications**
- Post-secondary education required, preferably in a related discipline
- 2 years administrative experience, preferred
- Previous experience working in a non-profit in the Developmental Sector is an asset

**Knowledge and Experience**
- Understanding of Passport Funding eligibility criteria
- Ability to work collaboratively, as part of a team.
- Ability to maintain high levels of confidentiality around employee, person supported and business-related matters.
- Outstanding written and verbal communication skills.
- Excellent attention to detail.
- Proven time management and organizational skills with the ability to multi-task and manage competing priorities.
- Positive attitude and flexible approach.
- Self-directed with the ability to pivot in a fast-paced dynamic environment.
- Initiative.
- Proficiency with Microsoft Office programs including Word, Excel and PowerPoint. Excellent problem-solving skills.

**Pre-hire Requirements**
- Academic certificate(s)
- Must have and maintain eligible to work in Canada and for the Association
- Vulnerable Sector Check specific to the Alice Saddy Association
- Three suitable references from supervisors
- Current Standard First Aid & CPR + AED Certificate
- Current CPI (Crisis Prevention Institute) Certificate for Non-Violent Crisis Intervention
- In accordance with the Association’s Mandatory Covid-19 Vaccination Policy, proof of vaccination in the form of a Ministry of Health vaccination record for at least two Covid-19 vaccinations.
- Personal philosophy consistent with the Alice Saddy Association’s stated mission, vision, and values.
- A valid driver’s license, valid insurance, a motor vehicle records check, in good standing is required, as well as access to a reliable vehicle, is an asset.

**Working Conditions and Physical Requirements**

This job requires:

- **Hours of Work**: 35 hrs/wk, typically, daytime, with flexibility for occasional evening and weekend work
- Prolonged periods of sitting at a desk and working on a computer.
- In office attendance working in a temperature-controlled office.
- Some local travel involved

**Job Types**: Full-time, Permanent

Expected hours: 35 per week

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Wellness program

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

Application deadline: 2025-06-25
Expected start date: 2025-07-14