Administrative Assistant

ABOUT US

Turning Leaf is a non-profit, charitable organization that provides person-centered, crisis and treatment services to low and high-risk vulnerable and marginalized individuals living with mental illness and intellectual challenge in our community. Turning Leaf's support is customized to every individual's needs and risk level. We offer crisis-intervention and treatment services, community support, day program services, residential support (including emergency housing, 24-hour homes, cluster housing, and home share), a harm reduction program, clinical services, indigenous services and more.

WHO WE SUPPORT

The participants of our programs are often deeply impacted by their circumstances which can become barriers to living safely and independently in the community. Trauma, homelessness, poverty, addictions, discrimination, sexual exploitation, societal stigmas, and lack of access to resources are some of the barriers our participants face every day.

MAKE AN IMPACT

Being a part of the Turning Leaf team means you will have the opportunity to make a direct and positive impact on people's lives every day. The work is challenging in all the best ways and deeply rewarding. Many of our employees say they have found their life's purpose while working here.

Turning Leaf provides ongoing, meaningful training to ensure we remain an industry leader and that our employees have the skills and confidence to be successful in their careers. We are an organization that pledges to uphold a workplace culture of inclusion, diversity, compassion, and respect.

We are growing more and more all the time, and we are always hiring. If you feel called to be a part of the Turning Leaf team, please apply today.

JOB SUMMARY

The Administrative Assistant contributes to the efficient day-to-day operations of Turning Leaf Regional Head Offices in Saskatchewan. The Administrative Assistant will perform various administrative and reception duties, as well as support the work of the Human Resources department.

It is a fast-paced role that interacts with all divisions within the Agency and provides the opportunity to be innovative and make an impact.

ESSENTIAL REQUIREMENTS

• Cover Letter and Updated Resume
• 18 years of age or older
• Available 40 hrs p/week
• Current Criminal Record check with Vulnerable Sector Check (no older than three months)
• Completion of a post-secondary education in business administration or office management (certificate, diploma, or degree) is an asset
• Must be able to legally work in Canada
• The ability to work in a fast-paced environment, with a focus on achieving positive results
• § Experience with HRIS software
• Ability to demonstrate proficiency in Microsoft Office (Word, Excel, Power Point and Outlook)
• Experience and knowledge of Saskatchewan's Occupational Health and Safety Act, as well as experience participating in an OHS committee
• Experience in Human Services is an asset
• Empathetic to those experiencing mental health and cognitive challenges
• Strong interpersonal skills, the ability to interact with all levels of personnel, treat all with dignity and respect, and open and receptive to people's needs
• Solutions-oriented and the ability to think creatively and critically
• Minimum two years of related work experience
• Valid SK Class 5 driver's license and access to a vehicle; the position will require travel between Regina and Moose Jaw once every two weeks
• Three employment references

QUALITIES AND QUALIFICATIONS

Turning Leaf's Administrative Assistant must possess the capacity to be aware of and control one's emotions. Moreover, the Administrative Assistant must be able to handle interpersonal relationships judiciously, empathetically, and professionally while executing their responsibilities and providing Turning Leaf's person-centered supports. Additional required attributes include:

• Strong verbal and written skills, with the ability to be sensitive and provide due diligence in handling difficult or delicate situations.
• Strong organizational, multi tasking, decision-making, and time management skills.
• Meticulous project management and administrative skills.
• A self-starter with the ability to take initiative and work well independently and on a team.
• Demonstrate ability to lead teams to achieve desired outcomes.
• Ability to read, analyze and interpret general information and data.
• Ability to interact with all levels and skills of personnel, treat all with dignity and respect, and be open and receptive to their needs.

SUMMARY OF JOB DUTIES AND RESPONSIBILITIRES

Reception:

• Answer general phone inquiries in a professional and courteous manner
• Direct phone inquiries to the appropriate Turning Leaf team member
• Reply to general information requests with the accurate information
• Greet visitors to the organization in a professional and friendly manner
• Check and respond to/redirect voicemail daily

Office Administration:

• Respond to various administrative assistance requests from staff throughout the organization
• Coordinate and supervise maintenance support staff to resolve maintenance needs in the region efficiently and effectively
• Managing day-to-day office activities, such as filing, sending email communication
• Arranging/completing tidying and cleaning of the office space (see daily office checklist)
• Ensuring offices are stocked with essential supplies (see Supply Inventory List)
• Routine review of office maintenance for Moose Jaw and Regina offices to facilitate efficient operation
• Ensuring safe operation of equipment by completing preventive maintenance requirements, coordinating repairs, and assessing new equipment.
• Supporting the leadership team and staff in purchasing office supplies, anticipating needs, placing, and expediting orders for supplies
• Reconciliation and verification of credit card invoices, with a timely submission to finance department for review and approval
• Facilitating the region providing and ordering PPE kits, when needed
• First point of contact for Regina and Moosejaw office property owners. Assist with office rent, payment of insurance, taxes and incurred operating expenses
• Preparing purchase orders, soliciting quotes, and assisting with contracts with suppliers and cleaning companies
• Make travel arrangements, hotel reservations and scheduling meetings for personnel travelling from SK to MB
• Performing other job-related tasks assigned by their reporting Manager

Human Resources:

• Supporting the HR department with recruitment and reference checks as needed
• Ensuring employee files are up to date and complete, which includes ensuring each staff has an updated Criminal Record check
• Collaborating with the HR department to plan and execute career fairs in the region
• Enter hourly-paid new hire employee information in Payworks
• Coordinating with the IT department and overseeing cellphone, laptop and technology distribution for new hires and current staff
• Creating and maintaining operational manuals for offices spaces

BENEFITS

• Salary paid
• Health Benefits immediately
• GRRSP Program (optional)
• Paid Wellness Time
• Bereavement and Compassionate Care Time
• Mileage Reimbursement (when applicable)
• Employee Assistance Program (EFAP)
• 15 days vacation

HOW TO APPLY

Applicants can express their interest by submitting a cover letter that clearly demonstrates why they are the ideal candidate (cover letters must cite specific examples congruent with the posting requirements) along with their resume to

Turning Leaf welcomes applications from people with disabilities. Applicants with disabilities may request reasonable accommodation relating to the materials used and/or activities throughout the application and selection process. We thank all applicants, but only those being considered for an interview will be contacted.

Turning Leaf Support Services is committed to fostering and upholding an inclusive workplace that reflects the diversity of the communities we serve, including Indigenous Peoples. We believe in creating opportunities for everyone to thrive by embracing diverse perspectives, experiences, and identities. We encourage candidates from Indigenous communities, minoritized groups, underrepresented groups, and all walks of life to bring their unique talents to our team.

Job Types: Full-time, Permanent

Benefits:

• Casual dress
• Company events
• Dental care
• Employee assistance program
• Extended health care
• Mileage reimbursement
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Application question(s):

• Are you legally authorized to work full-time in Canada?

Licence/Certification:

• Criminal Record and Vulnerable Sector Check (required)
• SK Class 5 License and access to a reliable vehicle (required)

Willingness to travel:

• 25% (preferred)

Work Location: In person