PURPOSE OF THE POSITION:        To ensure the provision of reception and administrative services to support the Branch’s programs and activities          

 

ACCOUNTABILITY:                          Operations Manager

 

QUALIFICATIONS:

 

Requirements:

 

• Post-secondary education/training in Office Administration with at least one year of general office experience (or equivalent balance of education and experience)
• Knowledge and understanding of mental health and addictions are considered an asset
• Knowledge of the social services and/or health field, including local resources, considered an asset
• Experience with database management and report generation
• Experience with accounting and payroll databases and principles
• Administrative writing skills for the purpose of translating documents from English to French and French to English
• Well organized and able to work independently and as part of a team
• Possess a valid driver’s license and have access to a vehicle
• Ability to work flexible hours (some evening and weekend hours may be required)

 

Language:

• Proficiency in both official languages is a requirement as per the Branch’s French Language Designation Plan

 

Skills, Knowledge and Abilities:

• Ability to organize time and prioritize tasks to achieve objectives, demonstrating organization, planning & coordination skills
• Ability to deal tactfully with a diverse group of people internally and externally, and maintain confidentiality
• Proficiency in Microsoft Office programs, such as Outlook, Word, Excel and PowerPoint
• Proficiency in virtual platforms such as MS Teams
• Demonstrates initiative when appropriate and is willing to learn new skills
• Demonstrated ability to observe boundaries, engage in appropriate emotional regulation, refrain from dual relationships with clients/volunteers
• Engage in reasonable self-care strategies that incorporate balancing work/life responsibilities
• Excellent problem-solving and decision-making skills

 

RESPONSIBILITIES OF THE POSITION:

In cooperation with other administrative support staff, may consist of:

• Provide receptionist duties
• Coordinate the Ontario Telemedicine video conference service
• Mail Branch documents as required.  Distribute mail and information received
• Develop and maintain an effective filing system for the Branch (including computer files), which respects the policies and procedures of the Branch (e.g., confidentiality, legal requirements)
• Coordinate the registration of groups, and receive payments 
• Take minutes of meetings as directed 
• Coordinate training registrations and travel arrangements for staff
• Maintain up-to-date lists of service organizations, groups and service users
• Facilitate Branch building maintenance
• Provide, in conjunction with management staff, administrative duties for each department/program
• Maintain accounts payable and payroll program system (match invoices to purchase orders, input on the computer system, weekly computerized cheque run, month-end reconciliation, deposits, employee expenses)
• Maintain accounts receivable (reconcile petty cash reports, including deposits, complete bingo reconciliation, deposits and weekly report)
• Order, maintain and inventory supplies for all offices 
• Administer voice mail and phone system
• Format and edit Branch documents and maintain forms within Branch databases
• Maintain and update content on social media platforms (website, Facebook, etc.)
• Translation of documents between English and French
• Provide timely and informative reports as directed and requested by the Manager