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.
