Family and Children’s Services Niagara Looking for Administrative Assistant at St. Catharines, Ontario, Canada

Employer: Family and Children’s Services Niagara.

Reporting to: Director of Child Welfare.

Location: St. Catharines, Ontario.

Salary: Competitive salary, benefits package and pension plan.

Who We Are

Family and Children’s Services has been making a positive difference in the lives of children, youth, and families in Niagara for more than a century. As a multiservice agency providing child welfare services, fostering and adoption, counselling, and childcare, the team at FACS Niagara works to keep children safe and families strong.

Position Summary

Reporting to the Director of Child Welfare Services; the Administrative Assistant is responsible for providing clerical and administrative support to ensure efficient and timely operations of the Child Welfare Services department and enhance the work of the organization.

Key Responsibilities

Clerical and Administrative Support to Office of the Director:

• Provides clerical and administrative support to the department including processing of mail, filing and file systems, word processing, spreadsheet development, data entry and minute taking and distribution.
• Responds to telephone calls, email or other messages, directs messages and provides information and/or assistance and directs or refers as appropriate and with urgency, if required.
• Assists with the preparation, completion, input, maintenance, tracking and/or review of correspondence, Ministry reports/communications, protocols with outside providers, case notes, court papers, correspondence, data, records, verification documents, payments, etc.
• Assists the department in its preparations for reviews, audits or other similar processes.
• Arranges for internal, facsimile and/or courier distribution of information.
• Photocopies, collates, packages, expedites and processes documents and files.
• Prepares, compiles and maintains department forms, policy and procedure manuals, information packages, etc.
• Prepares and processes all department paperwork accurately and in a timely fashion.
• Orders supplies for department and ensures supplies are maintained at an adequate level.
• Helps to develop and assists with the implementation of the Service Plan, ensuring the effective and efficient delivery of services to children and families.

Organization Of Meetings/Scheduling

• Coordinates a variety of meetings, appointments, case conferences and training including inviting participants, scheduling times and dates and all logistics including booking board and conference rooms, making travel arrangements as required, arranging room set-up, audio-visual equipment and meals and refreshments.
• Prepares for meetings by composing and distributing agendas and materials.
• Coordinates travel and transportation arrangements for participants as required.
• Takes, types and distributes minutes when required.
• Organizes and maintains the department calendar including vacations and coverage schedules.

Data Maintenance

• Creates and maintains electronic and manual filing and tracking systems; retrieves information; keeps confidential and other records; maintains filing systems/rooms.
• Enters information and maintains databases, processing reports as requested.
• Maintains current mailing lists.

Team Building

• Actively participates and engages in team and staff meetings, training sessions and other meetings/sessions as required.
• Supports the team and works with team members to ensure department and/or agency needs are met.

Other Related Activities

• Provides basic technical support to the department for basic usage of computers, software and devices such as printers and completes user-level maintenance of office equipment.
• Ensures adherence to timelines for required attendance reporting, etc.
• Knows and adheres to all applicable FACS policies, procedures and relevant administrative practices.
• Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.
• Participates in mandatory learning/education to maintain and update skills and knowledge as required.
• Assists in the training and orientation of peers.
• Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations.
• Provides back up to the other Administrative Assistants.

Experience And Education

• Post secondary diploma in Administrative or Business studies.
• Minimum 5 years experience in a senior administrative support position.
• Valid G Driver’s License and access to a reliable motor vehicle with appropriate liability insurance is required.

Skills And Abilities

• Solid ability to use MS Office applications (e.g. Word, Excel, etc.)
• Good written, oral communication and interpersonal skills providing constructive, meaningful and timely interaction with all levels of staff.
• Ability to complete tasks with attention to detail in the presence of frequent interruptions.
• Solid understanding and commitment to quality service and best practice.
• Highly detail-oriented.
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the manager as required.
• Flexible, adaptable and responsive to change.
• Ability to maintain confidentiality, acts with integrity and trustworthiness.
• Self-directed with an excellent ability to organize own workload, prioritize and multi-task.
• Good data entry skills.
• Ability to work with and meet tight timelines.
• Ability to communicate in French or another language an asset.

Efforts And Working Conditions

• Work is primarily performed at a desk in a normal office environment.
• Intermediate periods of sitting and computer/phone use.
• The incumbent has the freedom to move about or change position at will.
• Multi-tasks within a fast-paced, high-volume and demanding environment.
• Frequent periods of review and analysis and proofing of documentation required.
• Frequent interruptions.
• Occasional travel to FACS sites or within the region.
• Occasional requirement to work evening and/or weekend hours.
• Occasional lifting of boxes up to 10lbs.

Please apply with your cover letter and resume by July 4, 2024, to [email protected]

We thank all applicants however only those considered for an interview will be contacted.

Family and Children’s Services Niagara is an equal opportunity employer committed to inclusive barrier free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Department to ensure your accessibility needs are accommodated through this process.

About Family And Children’s Services Niagara

A lot has changed in our community and our world since the founding of Family and Children’s Services Niagara in 1898, but our organization’s commitment to safe kids and strong families holds true. Through an extensive portfolio of programming, including child protection, fostering and adoption, counselling, and childcare, FACS Niagara protects our community’s children, strengthens its families, and helps youth and adults achieve their full potential. In the Ministry of Community, Children and Social Services 2021 Annual Review, FACS Niagara was recognized for: 100% compliance related to children and youth placed in extended society care for 24 consecutive months 100% compliance related to all Indigenous service requirements