Administrative Assistant_FT-Contract

LOFT Community Services • Toronto, ON

4d • CA$50,409 - CA$59,904 • Onsite

About The Position

The Administrative Assistant renders a range of services pertaining to the coordination and operation of the administrative, financial and bookkeeping functions of the program. General clerical coordination includes typing, filing, photocopying, stationary control, and receptionist duties. Financial and bookkeeping duties include maintaining program petty cash, client’s monies in trust, and payroll duties for the Program. In addition, the Administrative Assistant ensures that the established accounting requirements and practices are implemented in accordance with LOFT Community Services policies and procedures.

This position requires an individual to have highly developed computer and bookkeeping skills, the ability to follow through independently on assigned projects, have a good understanding of social services especially in regards to older adults and seniors with special needs, display a high degree of organizational skills along with a high level of maturity, tact and the ability to relate effectively to people at all levels. This position also has a high degree of interaction with clients.
The Path Home program at Bathurst is a community-based inpatient program operating in partnership with the Centre of Addictions and Mental Health (CAMH). It provides 36 ALC (Alternate Level of Care) transitional beds for medically stable clients preparing for reintegration into the community. Clients benefit from case management, care coordination, and individualized transition planning, supported by 24/7 nursing and Personal Support Worker (PSW) services. On-site services include primary care, psychiatry, and medication support, while additional services such as foot care and occupational or physiotherapy are arranged through community referrals as needed. The program supports clients in building the skills and accessing the services needed to transition successfully to permanent housing or their designated discharge destination.

Requirements

• Completion of a degree/diploma from a recognized post-secondary institution or equivalent with training in a field which is relevant to the position;
• Knowledge of the work of a social service organization;
• Senior administrative support experience (filing, bookkeeping, payroll, office procedures)
• Maturity of judgment with excellent verbal and written communication skills;
• Ability to maintain confidentiality with tenant information and other senior level communication with professionalism and tact;
• Ability to interact with older adults and seniors who have special needs (mental illness, addictions, and physical/health challenges) in a caring and compassionate manner;
• Demonstrated administrative support skills, high words per minute, and accuracy, knowledge of modern office equipment and computer technology including Word and Excel;
• Demonstrated financial accounting skills;
• Ability to work effectively in a team oriented environment;
• Ability to meet deadlines, which may require flexibility in work schedule;
• Well-developed telephone and interpersonal skills;
• A satisfactory vulnerable sector check (VSC) is also required.

Responsibilities

• Answer the telephone and provide appropriate information to callers.
• Direct calls to the appropriate personnel.
• Greet all visitors and provide them with appropriate information as to their needs and requests.
• Type correspondence, reports, schedules and other materials for the Director, supervisory and other staff, if required.
• Open and distribute all incoming mail in a timely fashion.
• Preparation and upkeep of all program records (i.e. Correspondence, files, filing system etc.) in an organized and up-to-date fashion.
• Ensure that all office equipment is in good order and properly maintained.
• Maintain stationary supply levels and place orders accordingly.
• In liaison with the Director, ensure inventory of form letters, general forms, program information, manuals and mailing lists are maintained.
• Prepare and disburse petty cash; monitors all receipts and allocates to the appropriate accounts. Supervision of the petty cash and Monies in Trust cash boxes on a daily basis.
• Coordinate and complete all banking functions pertaining to the program as required.
• Receive and check that supplier invoices are legitimate and forwarded to the appropriate staff personnel for authorization. Once authorization is received, forward to LOFT Community Services in a timely fashion to meet specific discount periods and accounting deadlines. Maintains invoice/warranty files for purchases, where applicable.
• Complete all required accounting documentation in a timely fashion and forward to the Program Director and LOFT Community Services Financial Services.
• Provide social/emotional support to tenants, as required.
• Assist with social/recreational programs for tenants, as required.
• Assist and deal with the day-to-day questions and general concerns/needs of the tenants.
• Assist with completing Work Orders for clients and staff
• Report any situation, which could be of a serious nature regarding the Program and /or the tenants to the Program Manager and/or their delegate.
• Follow all Fire Procedures and assist in any emergency situation, as needed.
• Other responsibilities as delegated by the Program Manager or their delegate which pertain to the administrative and bookkeeping functions of the Program.

Benefits

• E-learning program available all year round
• Starting vacation time above minimum standard
• Additional paid personal and paid sick days
• Professional development budget available to help you nurture and shape your career
• Corporate Gym membership rate with GoodLife Fitness
• Access to Perkopolis, a comprehensive corporate discount program
• Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree