Receptionist/administrative Assistant

**ABOUT US**

Kennedy House (KH) is a not-for-profit organization with a long-standing dedication to providing exceptional personalized care for youth in the Greater Toronto Area for over 50 years. KH started with an initial family-like group home in 1971 and currently operates several residential and community-based programs, for marginalized and at-risk youth, including:

- One residential home for young people in care;
- Three homes for youth and young adults living with developmental disabilities;
- A Day Treatment school program for youth struggling in the typical school setting;
- Kennedy House Youth Centre, a secure custody facility for male youth experiencing conflict with the law;
- Bailiff services to safely and securely transport youth experiencing conflict with the law;
- Kennedy House After School Program for children aged 4-13 in underserved communities throughout Scarborough; and
- Kennedy House Youth Shelter, for youth aged 16-24 experiencing homelessness.

KH works with youth to enable them to grow as individuals and contribute as members of the community. This is achieved by providing customized support and building trusting relationships.

To learn more about our organization and the causes we support, we strongly encourage you to visit our website.

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Kennedy House is looking for a highly motivated, dynamic, consultative, and results-driven Receptionist/Administrative Assistant to join our team.

This is a full-time on-site position located at our Secure Custody Facility in Ajax, Ontario.

**KEY RESPONSIBILITIES**
- Stamp, sort and distribute all internal and external mail
- Prepare courier envelopes/packages and ensure billing is accurate
- Answering the telephone, directing calls and taking messages
- Update client and staff information on agency database
- Ensure all office supplies are ordered
- Maintain up to date youth files for current and historical youth
- Have a check and balance ensuring all documentation is accurate and youth have legal paperwork to remain in the facility
- Ensure correct paper work is copied and distributed for custody and detention clients
- Ensure detention forms and remands are sent to the appropriate personnel
- Schedule Case Management’s and notify all participants
- Liaison with external agencies
- Forward all receipts and invoices to the Finance Department
- Prepare and distribute information / reports with direction from Managers (e.g., Serious Occurrences, Incident Reports, Secure Isolation Reports, Transport Sheets, Petty Cash Forms, Weekly Client List, Maintenance Lists)
- Ensure on site staff files are up to date
- Prepare and distribute bi-weekly time sheets and the Master Time Sheet
- Attend meetings and take minutes when requested
- Ensure all office machines are functioning optimally. Make arrangements for service, as needed, and recommendations for improvement
- Responsible for signing in and out of keys from the office key box by personnel
- Maintain security of the door leading to the residential units and outside
- Ensure inventory in main storage room is recorded and up to date. Perform yearly audit
- Ensure all licensing paperwork is sent to the appropriate personnel
- Ensure all Policy and Procedures Manuals have the most current policies
- Ensure all facility log books are kept in an orderly manner and have all pertinent information
- Ensure Administration area is always is organized and presents as professional
- Promote the Agency’s Mission and Program Vision
- Promote and model open effective team communication
- Responsible for assistance in the development of good employee relations
- Effectively communicate with the Superintendent any issues that may arise from duties and responsibilities
- Follow up with courts, police, lawyers, probation officers, and parents, as required
- Maintain confidentiality at all times
- Perform other related duties as required

**EDUCATION**
- High school diploma and/or university or college certificate office administration or related field

**QUALIFICATIONS**
- Prior work experience in a receptionist/administrative assistant capacity
- Experience in a government not-for-profit agency preferred
- Current certification in CPR and First Aid is mandatory within 30 days of hire
- Current (within 6 months) Police Check and Vulnerable Sector Search must be provided
- Superior telephone manners and excellent interpersonal, oral and written communication skills with the ability to interact effectively with diverse stakeholders, as required
- Ability to carry out instructions in written, verbal, or diagram form
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
- Strong knowledge of general office procedures
- General mathematical skills
- Flexible to meet changing work needs and demands.
- Strong knowledge of Microsoft Office products
- Able to maintain filing systems and basic databases
- Excellent analytical and problem solving skills
- Meticul