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Job Description:
We are currently seeking an enthusiastic individual to fill an Administrative Assistant position reporting to the Administrative Manager of Autism Services. In the role of Administrative Assistant, you will be responsible for providing administrative support to the program which includes overseeing client information, monitoring and uploading client files, ordering supplies, reception duties (greeting clients, scheduling, answering multi line phone system), scanning, copying, preparing materials, and data entry.
Duties & Responsibilities:
- Timely and accurate uploading of documents into client files
- Auditing of files to ensure documentation is up to date and contains the appropriate sign-off by Parents, Service Providers and Staff
- Accurate recording of files and data being sent for archiving
- Utilization of EMHware database
- Preparation of AdobeSign, Secure File Sharing Portal documents, and communications to individuals receiving service
- Generating invoices, processing payments, and creating receipts
- Tracking office supplies for all sites as well as PPE supplies for office
- Ordering supplies, communicating with vendors, and tracking orders.
- Receptionist duties as required; greeting clients, register visitors/staff for VRS screening, assist with meeting/training room set up, scheduling, kitchen and waiting room orderliness, managing incoming and outgoing mail including regular mail services, courier services and other deliveries as required
- Customer service calls for outstanding client payment
- Assist in the support of property management of our offices
- Support the administrative requirements of the office which may include coverage for other admin roles, projects and participating in client information mailings.
- Other duties as required
Qualifications:
- Community College Diploma in a related field or equivalent work experience supporting clients
- 3-5 years knowledge of administrative practices and processes
- Tech savvy and proficient with MS Office Suite (Word, Excel, Powerpoint, Outlook)
- Winning team attitude and ability to work autonomously
- Excellent interpersonal and customer service skills
- Ability to learn new software, concepts and processes as needed
- Ability to prioritize and manage deliverables, adhering to time constraints
Kinark Child and Family Services conditions of employment include but are not limited to successful Criminal Record Check with Vulnerable Sector Screening, completed Pre-Employment Medical certificate, and proof of full vaccination. Fully vaccinated is defined as having received all required doses of a World Health Organization Approved COVID-19 Vaccine and 14 days have passed since last dose. Proof of vaccination for each vaccine dose received is required.
