Senior Administrative Assistant

Full time; 35 hours per week, potential evenings

Salary Based on Experience 

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Jewish Family and Child Service is a multi-service, client-centered agency, and a Children’s Aid Society supporting the healthy development of individuals, children, and families. JF&CS offers a competitive compensation and benefits package including dental, vision, and health coverage, a Healthcare Spending Account, and a defined benefit pension plan. We offer ample vacation and sick days and are closed on most Jewish and all Statutory holidays. We are conveniently located at 196 Keewatin Ave. 

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We are seeking a Senior Administrative Assistant to provide a variety of administrative duties in support of the Directors and various Agency Committees. This is a position outside the Bargaining Unit.  

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Responsibilities:

• Provide administrative support for the Directors which includes but is not limited to; screening phone calls, scheduling meetings, drafting agendas, taking minutes, and other related administrative support as needed. 

• Assist in coordinating and maintaining the client complaint protocol.  This includes responding to client complaints received by the Agency. 

• Maintain, update and distribute Agency manuals, policies, and procedures such as: Child Welfare Manual, Financial Management Manual, Crisis Response Plans, Risk Management Reports, and Business Continuity Plans etc.

• Provide support to two Board Committees including preparing, coordinating, and distributing agendas and scheduling meetings. 

• Oversee Serious Occurrence Reporting (SORs). This includes training appropriate child welfare staff on submission of SORs, follow up with Ministry and worker on SOR until completion. 

• Maintain a centralized filing system for financial contracts, submissions, reports and other important documentation. 

• Compile, input and prepare statistical data in support of Agency programs and services.

• Provides support in the compliance with accreditation standards to maintain its standing with Accreditation with the Council on Accreditation (COA) or alternate accreditations. 

• Act as backup to the Executive Assistant as required. 

• Perform other duties as assigned.

 

Qualifications:

• Post-Secondary degree/diploma in an Office Administration or a related field. 

• Minimum 5 years related experience in an office related setting.  

• Proficiency in Microsoft Office Package (Word, Excel, PowerPoint), knowledge of Access and database programs

• Knowledge of office equipment such as fax, photocopiers, etc.

• Excellent verbal skills to liaise with a number of contacts including potentially hostile clients and referring agents. 

• Work experience in a non-profit environment will be considered an asset.

• Experience in facilities management and/or operations will be considered an asset.

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Jewish Family and Child Service is committed to the principle of equal opportunity in employment. Accommodations during all phases of the hire process will be made wherever possible. Please advise us if any accommodations are required.

 

We thank all applicants for their interest; however, only those considered for an interview will be contacted.