ADMINISTRATIVE ASSISTANT, INTAKE BRANCH
This position performs administrative support functions for the Intake Branch.
MAJOR RESPONSIBILITIES
1. Screens and responds to general telephone inquiries from the public, clients, suppliers, staff and external agency representatives. Relays messages, records details and refers to appropriate individual. Personally responds to routine calls.
2. Conducts, in an efficient manner, accurate record searches using legacy, Child Protection Information Network (CPIN) and FastTrack to create Intakes based on information provided by protection workers.
3. Accesses and updates information using the Child Protection Information Network (CPIN).
4. Types from written or dictated information a variety of material such as memos, letters, schedules, lists and minutes. Occasionally composes correspondence.
5. Prepares and updates reports and statistical records using database/spreadsheet applications, including maintaining comprehensive records of all case transactions within the branch.
6. Participates in team meetings and, when required, in other branch or Agency meetings; takes minutes at meetings as required.
7. Acts as back-up to other clerical or reception positions ensuring adequate coverage.
8. Provides support to staff with computer and technology applications.
9. Advises Supervisor of any problems in execution of administrative and team responsibilities and participates in the planning for resolution of problems.
10.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; books rooms; inputs information in the Children’s Transportation Centre (CTC) system; maintains team meeting, supervision and case assignment schedules; completes agency forms, etc.
11.Acts in accordance with and incorporates the Society's Code of Ethics, Confidentiality, Anti-Oppression/Anti-Racism, Harassment & Discrimination policies, etc.
12.Complies with Society’s financial policies and procedures by using sound judgment in consideration of financial resources. This may include preparing payment requisitions, managing petty cash and TTC fare distribution.
13.Works in a safe manner in accordance with the Society’s health and safety policies and procedures and all relevant legislation.
14.Performs other tasks as required.
QUALIFICATIONS
Education and Experience
- Secondary School Diploma, plus 2 years recent administrative experience; or
- An 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.
- A good understanding of Branch and Agency systems and procedures.
- Proficiency in a second language an asset.
- Bilingual in French and English an asset.
ASSETS
- A good understanding of Branch and Agency systems and procedures.
- Proficiency in a second language.
OTHER INFORMATION
Accommodation 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 x2030. 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. Our Equity Hiring Strategy is deemed to be a Special Program under the Ontario Human Rights Code.
For this specific career opportunity, 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:
- There are no designated under-represented groups at this time for this posting. All qualified applicants are welcome to apply.
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 by clicking the Apply button below (at https://www.torontocas.ca/careers), fax (416-324-2400), or mail (30 Isabella Street, 5th Floor) to the attention of Human Resources.
Applications for this position must be received NO LATER THAN 11:59PM on FRIDAY NOVEMBER 15, 2024.
Internal applicants will be considered first in accordance with the CUPE Collective Agreement and the Equity Based Hiring Strategy.
Please note: Applications will be reviewed on an ongoing basis throughout the posting period. Early submission is recommended. We thank all applicants for their interest; please note that only those who are under consideration will be contacted.
Job Types: Full-time, Permanent
Pay: $59,023.00-$68,325.00 per year
Schedule:
Work Location: Hybrid remote in Toronto, ON
Application deadline: 2024-11-15
