Administrative Assistant Job Vacancy in Children’s Aid Society of Toronto North York, ON – Latest Jobs in North York, ON

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Company Name : Children’s Aid Society of Toronto
Location : North York, ON
Position : Administrative Assistant

Job Description : ADMINISTRATIVE ASSISTANT (NON UNION)RCY BRANCHThis position performs administrative support functions for the RCY Branch, as well as confidential administrative services to Management staff.MAJOR RESPONSIBILITIES1. Provides administrative support services to the RCY Branch: screens and responds to general telephone inquiries from various constituencies, including staff, foster parents, community partners and Ministry personnel. May deal with calls on sensitive matters such as complaints or other information of a confidential nature. Personally responds to routine calls.2. Provides administrative assistance to the Branch Director’s Administrative Assistant / Supervisor when requested, such as co-ordinating clerical coverage, scheduling meetings, typing confidential material and ensuring office equipment remains in good working order.3. Provides confidential administrative support services to the Management Staff.4. In the absence of the Branch Director’s Administrative Assistant / Supervisor, provides full time coverage for the Branch’s confidential administrative work such as the typing and processing of performance appraisals, budgets, labour relations material, personnel forms, petty cash, property matters and the co-ordination of clerical coverage schedules. Ensures relevant information is brought forward to the attention of Branch Director.5. Accesses the Child Protection Information Network (CPIN) to update information, create Intakes, perform administrative replacements, and upload scanned documents. Provides support to the Resource Parent Inquiry and Resource Parent Recruitment functions. Performs other duties as required in support of Adoption Services.6. Designs, develops and maintains tracking and bring forward systems, compiles statistics, develops and updates forms, manages certain foster care financial reimbursements, and updates confidential information on the Serious Occurrence Reporting and Residential Licensing System (SOR-RL).7. Types from written or dictated information a variety of material such as memos, letters, schedules, lists, and minutes. Completes various templates and forms, including court forms, adoption placement and finalization documents. Occasionally composes correspondence.8. Prepares and updates reports and statistical records using database/spreadsheet applications.9. Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.10. Acts as back-up to other clerical or reception positions ensuring adequate coverage; and may assume other administrative/clerical responsibilities as required.11. Provides support to staff with computer and technology applications.12. Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.13. Performs a variety of administrative duties as required, such as: opens, logs and distributes mail and faxes; places advertisements in newspapers; photocopies, scans and faxes material; maintains office supplies (including Comfort Kits); books rooms; maintains team meeting, duty schedules; completes agency forms, etc.14. May organize and coordinate special projects for the Branch (i.e. Ministry audits, etc.).15. Acts in accordance with and incorporates the Society’s Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.16. Complies with Society’s financial policies and procedures by using sound judgment in consideration of financial resources. This may include managing petty cash.17. Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation.18. Performs other tasks as required.QUALIFICATIONSEducation and ExperienceSecondary school graduate + 3 years recent administrative experienceAn equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.Knowledge and Skills: Proven ability in keyboarding and using computer systems including Microsoft Office applications.Demonstrates ability to work with confidential materials.Ability to work patiently and co-operatively with all stakeholders.Effective and pleasant communications skills, including excellent telephone manner.Ability to cope with job pressures originating both internally and externally.Ability to work independently.Excellent customer service and organizational skills, flexible and able to adapt to the changing needs of the team and the branch and work in a fast-paced, high-pressure setting.Ability to be an active and effective member of the branch administrative assistant team as well as service teams.Demonstrated initiative, problem solving and de-escalation skills.ASSETS: A good understanding of Branch and Agency systems and procedures.Proficiency in a second language.CPIN experience.OTHER INFORMATIONAccommodation at CAST We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-924-4640 x2300. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.Equity Hiring Strategy and Application Process The Children’s Aid Society of Toronto (CAS of Toronto) is committed to building a skilled workforce that reflects the population of Toronto as well as the diverse communities we serve. For this specific career opportunity to support our Equity Hiring Strategy, CAS of Toronto is inviting applications from qualified individuals who self-identify as being part of one or more of the following under-represented groups:Racialized2SLGBTQ+ persons with disabilitiesThis initiative is deemed to be a Special Program under the Ontario Human Rights Code.During the online application process, applicants will have the opportunity to complete the Employment Equity questionnaire, to indicate if they self-identify as being part of one or more of the above under-represented groups. Answering the questionnaire is voluntary and all responses will be kept confidential and used only for the purposes outlined in this program. If the questionnaire is not completed by an applicant, they will not be considered as being from an equity seeking group.The information collected will help us identify qualified applicants from the listed under-represented groups for this specific opportunity as part of our Equity Hiring Strategy. In addition, information provided will be used to understand the diversity of candidates that apply to roles within CAS of Toronto. A summary of the responses to this questionnaire will be used to help assess application trends and inform the development of enhanced and future recruitment programs which are equitable and accessible.Qualified applicants who are interested in this opportunity can apply for position by submitting their application consisting of a cover letter and resume at https://www.torontocas.ca/careers , fax (416-324-2400), or mail (30 Isabella Street, 5th Floor) to the attention of Human Resources.*Please note, internal applicants will be considered first in accordance with the Equity Based Hiring Strategy.Applications must be received in the Human Resources Department, NO LATER THAN 11:59 PM on MONDAY, MARCH 14, 2022.***All newly hired Children’s Aid Society of Toronto employees are required to be fully vaccinated against Covid-19 as a condition of hire***Job Type: Full-timeSalary: $55,865.00-$64,670.00 per yearBenefits:Dental careEmployee assistance programExtended health careLife insurancePaid time offVision careSchedule:Monday to FridayApplication deadline: 2022-03-14Expected start date: 2022-03-21

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