Administrative Assistant - Community Living Services, Full-Time

In Your Role You Will

• Adheres to the standards as guided by WJS general, personnel and program policies, as well as provincial regulations and demonstrates an understanding of WJS values, policies, and procedures.
• Completes month end duties, including invoices, staff summaries and month end reports.
• Ensures all invoices, bills, expenses claims, etc., are submitted to the financial coordinator promptly.
• Deals with clients and their families in a professional manner as well as greets and interrelates with service representatives, clients, general public, related agency staff and other community services.
• Coordinates and performs a range of staff and / or operational support activities for the region / program group; serves as a liaison with other parts of the organization in the resolution of day-to-day administrative and operational problems.
• Operates personal computer to compose and edit documents, reports, and other materials from notes or verbal direction or from knowledge of established policies;

may prepare, transcribe, compose, type, edit, and distribute agendas and / or minutes of meetings.

• Schedules and coordinates meetings, events, interviews, appointments and / or other similar activities for senior management which may include coordinating travel and lodging arrangements.
• Prepares or assists with the preparation of scheduled and / or ad hoc statistical and narrative reports; performs basic information gathering and analysis and / or forecasting, as specifically directed.
• Assists management and staff in problems solving, project planning, and development and execution of stated goals and objectives.
• Establishes, maintains, and updates files, databases, records and / or other documents; develops and maintains data and performs routine analysis and calculations in the processing of data for recurring internal reports.
• Requisitions supplies, printing, maintenance, and other services, as required.
• Leads and trains lower graded staff and / or student practicums, as required.
• Performs miscellaneous job-related duties as assigned.

Prior to confirmation of employment all applicants must provide a current (dated within 6 months of hiring date) Criminal Record Check and Ministry Check.

These checks can take up to 6 weeks to obtain, please ensure you prepare accordingly.

As An Ideal Candidate You Possess

• Minimum high school diploma or general equivalency diploma (GED) with a specialized admin support program.
• Minimum of 3 years of experience directly related to the specified duties and responsibilities.

Other Requirements / Competencies :

Skilled in the use of computers and related applications, including using Office 365 and SharePoint to create complicated documents and reports;

willing to learn and adapt to new software.

• Familiar with computer-based group conference processes (i.e. Teams)
• Ability to re-prioritize and adjust to interruptions and changing requirements.
• Ability to comprehend information and communication effectively both orally and in writing, including business communications.
• Ability to understand and follow specific instructions and procedures and use a problem-solving approach.
• Knowledge of supplies, equipment, and / or services ordering and inventory control.
• Ability to gather data, compile information, and prepare reports.
• Ability to gather and analyze statistical data and generate reports.
• Records maintenance and database management skills.
• Ability to analyze and solve problems.
• Ability to make administrative / procedural decisions and judgments.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Ability to record and transcribe meeting minutes.
6 hours ago