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Bilingual Administrative Assistant, Employment Services

3 weeks ago

Ottawa, Canada Youth Services Bureau of Ottawa Full time

**Location**:Ottawa, Ontario

**Reports to**: Program Manager, Employment Services

**Employment Status**: Full-Time Permanent

**Bargaining Unit Status**: Excluded

**Hourly Wage/Annual Salary**:$51,729.60 - $62,212.80

**Language requirements**:English is essential, French is essential

**Bona fide occupational requirement (BFOR)**: None

**Schedule**:Monday to Friday, 8:30am-4:30pm

**Competition Number**: 25-091

**Closing Date**: July 11th, 2025

**Vacancy**: Yes

**Posting stage**:Internal and external

**Job Summary**:
Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 400 caring professionals in a unionized environment in over 21 locations across Ottawa.

Under the supervision of the Program Manager of Employment Services, the Administrative Assistant provides customer services, administrative, data entry and processing support to the programs delivered in Employment Services Offices in accordance with policies and procedures established by the Youth Services Bureau.

**Principal Duties**:
**Customer Services**:

- Schedule clients for services and provide on-site support to access resource room tools as required.
- Follow up with clients for case reviews, service surveys and Quality Assurance reporting.

**Administration/Data Processing**:

- Organize, review and update client files for accuracy in data management system
- Support data entry into client files, client service tracking and reporting tools as required
- Prepare data and other reports as required
- Word processing documents as requested
- Photocopying and printing documents as required
- Organizing mail, order and manage office supplies.
- Provide support to Team meetings, schedules and events
- Ensure data and hard copy files are stored in according with compliance procedures

**Financial processing**:

- Process requisitions and invoices as required
- Periodic Interaction with Finance department for information follow up.

**Other related Duties**:

- Assist with office/resource center daily set up and organization
- Participate in Centre events, committees and staffing events as required
- Support/back up other administrative staff as required
- Follow safe work practices as established by the Youth Services Bureau and the Program

**Job Specifications/Qualifications**:

- (The qualifications are appended to the job description and are not intended to be part of the job description)_
- Diploma in office administration or equivalent
- 2 years experience working in an office, customer service environment
- Experience gathering and recording large amounts of data for processing
- Excellent verbal communication skills
- Oral fluency in English and French is essential
- Written fluency in English is essential
- Proven abilities in word processing and spreadsheets, online tools
- Comfort and knowledge working with various technology tools and software

**Disclaimer**:
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

**Disclaimer**:
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

**What we offer**:

- An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
- 15 days of annual vacation + 1 personal day;
- 100% YSB-paid group health benefits;
- Pension plan from Day 1;
- A team where you get to be yourself everyday and where you have the freedom to innovate.

**Join us**

If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.