Administrative Assistant

**Employer: Family and Children’s Services Niagara.**

**Reporting to: Director of Child Welfare.**

**Location: St. Catharines, Ontario.**

**Salary: Competitive salary, benefits package and pension plan.**

**WHO WE ARE**:
Family and Children’s Services has been making a positive difference in the lives of children, youth, and families in Niagara for more than a century. As a multiservice agency providing child welfare services, fostering and adoption, counselling, and childcare, the team at FACS Niagara works to keep children safe and families strong.

***:
Reporting to the Director of Child Welfare Services; the Administrative Assistant is responsible for providing clerical and administrative support to ensure efficient and timely operations of the Child Welfare Services department and enhance the work of the organization.

**KEY RESPONSIBILITIES**:
**Clerical and Administrative Support to Office of the Director**:

- Provides clerical and administrative support to the department including processing of mail, filing and file systems, word processing, spreadsheet development, data entry and minute taking and distribution.
- Assists with the preparation, completion, input, maintenance, tracking and/or review of correspondence, Ministry reports/communications, protocols with outside providers, case notes, court papers, correspondence, data, records, verification documents, payments, etc.
- Assists the department in its preparations for reviews, audits or other similar processes.
- Arranges for internal, facsimile and/or courier distribution of information.
- Photocopies, collates, packages, expedites and processes documents and files.
- Prepares, compiles and maintains department forms, policy and procedure manuals, information packages, etc.
- Prepares and processes all department paperwork accurately and in a timely fashion.
- Orders supplies for department and ensures supplies are maintained at an adequate level.
- Helps to develop and assists with the implementation of the Service Plan, ensuring the effective and efficient delivery of services to children and families.

**Organization of Meetings/Scheduling**:

- Coordinates a variety of meetings, appointments, case conferences and training including inviting participants, scheduling times and dates and all logistics including booking board and conference rooms, making travel arrangements as required, arranging room set-up, audio-visual equipment and meals and refreshments.
- Prepares for meetings by composing and distributing agendas and materials.
- Coordinates travel and transportation arrangements for participants as required.
- Takes, types and distributes minutes when required.
- Organizes and maintains the department calendar including vacations and coverage schedules.

**Data Maintenance**:

- Creates and maintains electronic and manual filing and tracking systems; retrieves information; keeps confidential and other records; maintains filing systems/rooms.
- Enters information and maintains databases, processing reports as requested.
- Maintains current mailing lists.

**Team Building**:

- Actively participates and engages in team and staff meetings, training sessions and other meetings/sessions as required.
- Supports the team and works with team members to ensure department and/or agency needs are met.

**Other Related Activities**:

- Provides basic technical support to the department for basic usage of computers, software and devices such as printers and completes user-level maintenance of office equipment.
- Ensures adherence to timelines for required attendance reporting, etc.
- Knows and adheres to all applicable FACS policies, procedures and relevant administrative practices.
- Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
- Participates in mandatory learning/education to maintain and update skills and knowledge as required.
- Assists in the training and orientation of peers.
- Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations.
- Provides back up to the other Administrative Assistants.

**EXPERIENCE AND EDUCATION**:

- Post secondary diploma in Administrative or Business studies.
- Minimum 5 years experience in a senior administrative support position.
- Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required.

**SKILLS AND ABILITIES**:

- Good written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff.
- Ability to complete tasks with attention to detail in the presence of frequent interruptions.
- Solid understanding and commitment to quality service and best practice.
- Highly detail-oriented.
- Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the manager as req