Administrative Assistant

STARLING COMMUNITY SERVICES IS DEDICATED TO SUPPORTING COMMUNITIES WHERE EVERYONE EXPERIENCES MENTAL WELLNESS, OPPORTUNITIES FOR EMPLOYMENT, A PLACE TO CALL HOME, AND A SENSE OF BELONGING.

To better serve the diversity of our community, the agency is committed to embedding anti-racist, anti-oppressive practices, and perspectives into the fabric of our organization. We have implemented mandatory antiracism training, we are actively building safe spaces to host brave conversations for learning, and we are fostering a culture of belonging for all, but especially BIPOC, 2SLGBTQIA+, historically and presently marginalized individuals and communities.

There is one Full-Time contract Administrative Assistant position available starting on June 01, 2024, and ending on March 31, 2025, working

37.5 hours per week.

Your Role:

Acts as the primary point of contact for client inquiries and provides information regarding the services at Lutherwood. Provides a high level of customer service, administrative support and crisis intervention assistance including housing referrals, income support and other community resources to support clients, staff, and programs throughout multiple locations.

Tasks:

Customer Service:

1. Greets clients and responds to a variety of telephone and walk-in inquiries, provides program information, and directs clients appropriately to internal and external resources.

2. Collects client intake information and schedules clients into appropriate services.

3. Responsible for coordinating and scheduling for staff and clients.

4. Responds to first level of community and client inquiries.

5. Provides referrals to other Lutherwood programming, as well as other community organizations.

6. Responds as first point of contact to clients, couples and families presenting in crisis; navigates crisis in the moment and develops next step for client.

7. Provides crisis intervention assistance including housing referrals, income support and other community resources.

8. Able to respond to difficult or challenging client behavior in a professional manner using a variety of calming techniques, in accordance with Lutherwood’s policies and training, i.e. customer service, de-escalation, safe TALK training.

9. Acts as a communication liaison for programs within Lutherwood.

Administrative Support:

1. Provides administrative support to clients, staff, and programs.
2. Formats and maintains marketing materials, in accordance with agency updates.
3. Responsible for ordering office and program supplies.
4. Responsible for processing incoming and outgoing mail and courier services.
5. Prepares and distributes a variety of information packages.
6. Maintains a client message service.
7. Responsible for processing financial transactions and petty cash float.
8. Completes purchase orders and cheque requisitions ensuring appropriate approval is completed.
9. Assists with the coordination and preparation of special events.
10. Maintains systems related to the operation of the facility, including the telephone system, alarm system, photocopy codes, keys, parking, maintenance needs, adequate supplies of meeting room materials, etc.
11. Serves as liaison with maintenance and custodial staff to address the needs of building.
12. Provides back-up support to other administrative positions.

Data Management/Record Keeping:

1. Responsible for the accurate data entry of confidential client information into a variety of databases.

2. Responsible for maintaining a variety of filing systems.

Your Talents and Experience:

A college certificate or diploma in Office Administration and/or minimum two years administrative experience or equivalent education/experience combination.  Minimum typing speed of 60 w.p.m. Able to adhere to a high standard of confidentiality with respect to client information. Knowledge of and ability to utilize a variety of office machines, such as computers, fax machines and photocopiers.  An excellent knowledge of a variety of computer word processing and database packages, especially Microsoft Office, is essential.  Experience working with Microsoft Access and Excel is a definite asset.  Excellent communication and interpersonal skills.  Ability to work independently with minimal direction.  Ability to handle multiple tasks.  Reliable transportation is required.

What’s in it for you?

• Rate of Pay: At Starling Community Services all salaries are categorized under a series of "bands" determined during our job evaluation process. When determining the rate of pay for external hires, a candidate’s past related experience will be taken into consideration along with where others with similar experience currently fall within the band.

• Note: most new team members will start between the starting salary and the mid-point of the range.

• Job Band C (hourly wages): Min - $21.43, Mid - $22.18, Max - $22.95

• A positive work culture, inclusive workplace policies, and employee wellness initiatives.

• Eligible to join the HOOPP defined pension plan on a voluntary basis, effective July 7, 2024.

• 3 Weeks paid vacation (pro-rated to start date and hours for position; accumulated bi-weekly) + 15 hours of personal time per year.

• Paid sick time (pro-rated to start date and hours for position; accumulated monthly) to a maximum of 300 hours.

• 11 paid holiday benefits per year plus a floater day.

• Access to our Employee and Family Assistant Program (no cost).

• Discounted GRT passes through membership with TravelWise.

• Employee Referral Incentive Program.

• Agency Orientation and Training modules.

• Professional development and tuition reimbursement opportunities.

• Responsive Leadership Training Program (leadership positions only).

• Staff appreciation events.

If you are community-focused and share our values and antiracism commitment, we want you to grow with us. Please submit your application through BambooHR, in confidence, no later than 4 pm on May 21, 2024.

This is an internal and external posting.

The agency requires all employees to obtain a Police Vulnerable Sector Check prior to commencing employment. We require certain positions to obtain a Medical Certification.

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If you don't have every single requirement and the exact level of experience listed in our description, but the skills and experience needed for the role still resonate with you, please consider applying.

If you require any support with submitting your application, or through the interview process, please contact the Human Resources department at hr@lutherwood.ca or by calling 519-707-1958 ext. 1247.