POSITION SUMMARY:

Perform general administrative functions for the Regional office. Assist the managers in operation of departments through administrative and secretarial support for all programs.

MAJOR RESPONSIBILITIES:

Direct Service:

•    Provide confidential and general secretarial support to the managers and other staff when required e.g. attendance records, incident reports, etc.
•    Initiate and respond to general correspondence e.g. mail, email, phone, etc.
•    Provide regular phone coverage and back-up coverage to the administrative staff as required e.g. breaks, lunch, meetings, workshops, illness, vacation and vacancies, etc.
•    Provide clerical and administrative support to all departments and programs
•    Maintain confidential office files
•    Provide special assistance for clients as required e.g. ADP forms, etc.
•    Act as a resource for staff in relation to general inquiries regarding CHS policies and procedures
•    Attend internal and external committees as required
•    Act as a resource and provide information about other client services as required
•    Other duties as assigned

Administration:

•    Responsible for administration (including monitoring, review and revision of forms) in relation to staff records and office systems
•    Responsible for ordering and maintaining inventory and office supplies as per protocols
•    Responsible for purchase and preparation of postage as per protocols
•    Act as appropriate back up for administrative staff in their absence
•    Provide clerical and administrative support to the Audiology department
•    Take minutes at regional staff meetings and admin meetings on a rotating basis
•    Other duties as assigned

Community Education:

•    Provide immediate information for general public inquiries
•    Provide assistance in community events and special projects for funding support e.g. May month, United Way Campaigns, etc.

Financial Administration:

•    Assist managers in collation of materials for budget preparation
•    Maintain overview of office expenditures and track specific expenses as directed
•    Maintain service contracts in consultation with managers
•    Maintain and prepare information for Financial Services including invoices, cheque requisitions, deposits and special billings, e.g. Audiology and CDP program
•    Assist managers in general office coordination and accounting procedures
•    Maintain petty cash and provide related records
•    Maintain accurate financial records and statistics through ongoing data entry
•    Responsible for bank deposits and transactions as required as per protocols

Volunteer Coordination:

•    Arrange for volunteer coordination per ongoing staffing needs for office and/or displays and booths at external events and locations.
•    Utilize volunteer base to balance workflow for various office and clerical projects as required

Professional Development:

•    Attend internal staff meetings
•    Attend and participate in workshops/seminars/continuing education courses related to position
•    Keep up-to-date on issues and information related to position and agency
•    Acquire and maintain the ASL proficiency requirement for the position (Intermediate-Plus)

LINE OF RESPONSIBILITY:

Regional Program Manager, Peel

QUALIFICATIONS:

•    Graduate of a Community College program in Administrative Studies, Secretarial, or equivalent
•    2-3 years administrative experience related to social services background
•    Experience working with off-site managers
•    Experienced in scheduling, and coordination of projects/events/resources
•    Proficiency in MS Office Suite, Internet, database
•    Basic accounting skills and experience in A/R and A/P processing
•    Ability to prioritize, multi-task and adjust to shifting priorities
•    Able to work under pressure and meet deadlines
•    Excellent attention to detail
•    Excellent organizational skills and ability to work independently
•    Excellent communication skills; ability to maintain confidentiality and show tact
•    Excellent information coordination skills
•    Proficiency in American Sign Language (ASL) skills or willingness to learn
•    Knowledge of and experience in the field of hearing loss or Deaf Culture an asset
•    Demonstrated sensitivity to working in a culturally diverse environment
•    Willingness to work evenings and weekends as required; occasional local and out of town travel e.g. venues, events, training, etc.