Published: April 13, 2017
Location
Job Type
Category
Department
Employment Services
Job Order Number
27585
Application Deadline
Noon, Tuesday, May 2nd, 2017
Salary/Wage
$25,000-$36,960/Yearly
Position Type
Permanent

Description

ORDER DATE..................................:      April 13, 2017

JOB TITLE........................................:      ADMINISTRATIVE ASSISTANT

COMPETITION #.............................:      2681.04.17

NATIONAL OCCUPATION CODE.:         1441

NUMBER OF POSITIONS..............:        1

POSITION TYPE.............................:        PERMANENT, FULL-TIME, 40 HOURS/WEEK

An organization that fosters hope and opportunities to empower children, youth and families throughout Manitoba requires an experienced Administrative Assistant within the Adolescent Resources in Community Homes (ARCH) Service Area. The Administrative Assistant is responsible to provide professional and confidential administrative support to the ARCH team within established agency standards.

DUTIES AND RESPONSIBILITIES:  of the Administrative Assistant include, but are not limited to:

Administrative:

  • Greets visitors to the ARCH office
  • Prepares reports for case conferences based information provided
  • Attends ARCH case conferences and prepares conference reports
  • Ensures reports are distributed in a timely fashion
  • Books meeting rooms for ARCH case conferences
  • Periodically prepares a status completion report on conference reports
  • Ensures program conference tracking records have been entered into the Client Relationship Management (CRM) system on a monthly basis
  • Assists with typing as required for the ARCH Team
  • Develops procedures for all correspondence, ensuring they meet agency standards
  • Completes routine copying, mailing and distribution of materials
  • Oversees and coordinates supplies etc. for the ARCH offices
  • Assists Program Managers, Therapists and Coordinator with computer related needs
  • Receives incoming referrals and enters the information into the ARCH database and agency CRM
  • Copies and distributes referrals to the appropriate Program Manager and Therapist
  • Prepares and distributes weekly population reports both internally and to the Provincial Placement Desk; returns discharged client files to placing agencies
  • Develops and maintains a system for communication within the ARCH team
  • Generates & distributes the monthly team calendar; training certificates; client dividers/folders
  • Ensures time sheets for the admin assistant position and therapists positions are processed
  • Process and record & distribute reports and statistical data as required

Support to the Coordinator:

  • Develops and maintains a filing system, in conjunction with the Coordinator
  • Prepares all correspondence and documentation required by the Coordinator
  • Assists with / manages information flow within the service area and agency

Agency Administration:

  • Adheres to established agency standards for documentation, correspondence, email and filing
  • Creates and maintains a position or desk reference manual
  • Provides reception/switchboard relief when required
  • Participates in compliance training for the position as defined in agency policy
  • Participates in cross-training for another administrative position as required
  • Other duties as assigned

ESSENTIAL REQUIREMENTS:

  • Graduate of Business/Secretarial program (or equivalent), with a minimum of 3 years’ experience taking minutes and composing reports.
  • Excellent writing composition and organizational skills
  • Intermediate computer proficiency: Windows, MSOffice (Word, Excel, Access, etc.), E-Mail
  • Excellent interpersonal and communication skills
  • Experience working with a database
  • Ability to work independently and as part of a team
  • Willingness to obtain training as per MYS policy

PREFERRED REQUIREMENTS:

  • Consideration given to applicant with a Bachelor of Arts in Social Sciences
  • Knowledge of Aboriginal culture and language would be an asset
  • Experience in a child welfare and/or not-for-profit setting
  • Valid Class 5 Drivers License

Please contact (CAHRD) Centre for Aboriginal Human Resource Development at 204-989-7110 for more details. 

This job advertisement has been provided by an external employer/partner. (CAHRD) Centre for Aboriginal Human Resource Development is not responsible for the accuracy, authenticity or reliability of the content.