Residential Administrative Assistant (Permanent Full-Time)

CASS Human Resources•Calgary, AB

8d•Onsite

About The Position

The field of human services provides meaningful work, directly impacting and contributing to an individual’s well-being while supporting the development of more inclusive communities. Calgary Alternative Support Services (CASS) recruits and mentors human service professionals for disability advocacy and community engagement. The Calgary Alternative Residential Services (CARS) program assists individuals with developmental disabilities to become more independent through skill acquisition, empowerment, and full inclusion, focusing on ‘person-centered planning’ based on individual needs and personal goals. The Residential Administrative Assistant role provides critical support to the CARS Community Support Coordinators (CSC) and the CARS Assistant Program Manager and Program Manager. This role is responsible for administrative duties required by policy, funders, and program operations, assisting CSCs with the coordination and completion of required client documents, ensuring accurate and confidential record keeping and client document preparation. The Residential Administrative Assistant is also responsible for scheduling and authorizing all regular CARS hourly frontline staff shifts in Dayforce, working collaboratively with the Residential Relief Supervisor for General Relief scheduling, and ensuring accuracy of staff time away, PPT, or changes in scheduled shifts and roles.

Requirements

Strong interpersonal skills
Ability to accurately maintain and prioritize a fast-paced, high-volume workload
Competency in report writing
Ability to work independently and as a team member
Demonstrates strong organizational and time management skills
Ability to maintain confidentiality
Highly detail oriented and focused
Ability to approach situations with positivity
Ability to adapt communication styles
Display patience and flexibility
Competency in learning new technological platforms
Expertise in Microsoft Office software including, Excel, PowerPoint, and Word
A current Basic First Aid/Emergency First Aid certification that includes CPR/AED
A current Police Information Check with a Vulnerable Sectors Search that is satisfactory to CASS
All employees have an ongoing duty to disclose any charges or convictions that may occur during their employment with CASS

Nice To Haves

Experience working in an administrative role is an asset
Knowledge in supporting adults with developmental disabilities
Diploma or Certificate in Human Services, Business Administration, or other related discipline; and/or equivalent work experience
A vehicle and valid driver's license are considered assets

Responsibilities

Establish respectful and professional boundaries while developing positive working relationships with clients
Establish and maintain a positive professional working relationship with client guardians and client supports where applicable
Coordinate, schedule and attend Individual Support Plan (ISP) review meetings with assigned CSCs
Use active listening to capture the goals of the clients’ and accurately and professionally write them up following the guidelines of the program and funder
Work with the CSCs’ to ensure all client documentation remains up to date, including ISPs, consent forms, assessments and plans, and client files
Facilitate the involvement of support networks and all relevant stakeholders, such as PDD, other agencies, programs and family/guardian(s)
Develop and maintain regular hourly frontline staff schedules (Community Support Workers and Residential Support Workers roles) in Dayforce for the CARS program
In conjunction with the Residential Relief Supervisor, ensure appropriate staffing is in place
Complete authorizations of all frontline staff shifts, ensuring accuracy of times and assigned position
Monitor frontline staff use of Dayforce and report issues with punching in and punching out
Communicate any staffing issues that require follow-up by the assigned CARS Community Support Coordinators (CSC)
Meet assigned deadlines with regards to payroll
Understand and adhere to CASS Policies & Procedures and program specific expectations as defined in program Operations Manuals
Responsible for regularly checking email communications
Complete client and agency specific paperwork in a timely fashion
Utilize the CASS employee management system for designated tasks
Assist CARS Community Support Coordinators with developing and maintaining schedules of support
Input case notes into CASS database
Responsible for quarterly reporting on client outcomes
Adhere to Health & Safety policies in accordance to CASS policy & procedures and Alberta OHS legislation
Maintain valid certification in all core training/employment requirements, and any additional training as assigned based on role expectations
Participate in ensuring program outcomes are being met
Meet the standards laid out by accreditation bodies (Ex. Creating Excellence Together – CET) and ensure thorough program preparation is completed for accreditation
Regular correspondence with CSCs’ Assistant Program Manager and Program Manager
Attend scheduled program and office meetings
Other administrative duties as required
Model and demonstrate CASS values in all interactions with clients, staff, colleagues, and community members
Demonstrate respect and collaboration with all internal and external stakeholders of the CASS organization
Demonstrate an ability and willingness to give and receive honest, balanced feedback
Be an ally and champion initiatives being rolled out by CASS Senior Leadership Team (SLT)