POSITION SUMMARY:

This is a fulltime position that is split 50% between two positions as follows.  The successful applicant will work both roles in a seamless manner.

1. Administrative Assistant:

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

2. Program Assistant III – HCCP/GSS:

As part of the Counselling Program Teams, provide client intake, referral, communication devices assistance and administrative support to both the Hearing Care Counsellor (HCC) and General Social Services Counsellor (GSS) and their respective programs.  Provide information about HCC and GSS programs, policies and procedures to staff, clients and external groups. Assist the Regional Director and the professional staff in the operation of the programs through administrative support.

MAJOR RESPONSIBILITIES:

Direct Service/Administration

• Provide confidential and general secretarial support to the Regional Director 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 co-ordinate back-up coverage administrative as required e.g. breaks, lunch, meetings, workshops, illness, vacation and vacancies, etc.
• Provide clerical and administrative support to HCC and GSS
• Maintain accurate and confidential client and office files in accordance with departmental policies
• Produce general correspondence, budgets, minutes, etc.
• Provide special assistance for clients as required e.g. ADP forms, etc.
• Provide  administrative support to manager and staff for lectures/presentations/workshops (i.e. booking guest speakers, interpreters, captionists, location; set-up and clean-up; payment of honoraria)
• Research, maintain, and update manual/computerized resource lists, files and information in relation to department service, community contact, networks, etc.
• Responsible for administration of Hearing Help Classes, ASL classes and Deaf Studies workshops (i.e. maintaining database, preparing class information and registration forms, advertising, recording revenue, etc.)
• Assist in the preparation and research information for planning purposes and reports
• Attend internal and external committees as require
• 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  inputting and collating statistics and providing reports as required
• Other duties as assigned

Financial: 

• Assist Regional Director in collation of materials for budget preparation
• Maintain overview of office expenditures and track specific expenses as directed
• Assist Regional Director with  service contracts
• Maintain and prepare information for Financial Services including invoices, cheque requisitions, deposits and special billings, e.g. Audiology and CDP program
• Assist Regional Director 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

Supervision and Volunteer Coordination:

Provide guidance and training for student placements, volunteers and staff as required

Community Education:

• Provide general information to the public about CHS programs and services
• Assist professional staff in displays, presentations and marketing of the services as necessary
• Participate in presentations and displays related to HCC, GSS, CHS and related services
• Participate in community projects and specialized campaigns, e.g. United Way, MayMonth, etc.

Professional Development:

• Attend internal staff and department meetings
• Attend and participate in specialized training and professional development opportunities/courses related to the position
• Acquire and maintain ASL proficiency to the level required for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Reports to Regional Director, Windsor

QUALIFICATIONS:

• Bachelor’s Degree in Social Services/Humanities or equivalent
• 3-5 years related work experience preferably in a social service agency
• Experience in accounting processes and producing cyclical summaries and reports
• Demonstrated knowledge of and experience in the continuum of hearing loss
• Knowledge of communication devices and experience in sales and inventories
• Excellent customer service, interpersonal and communication skills
• Demonstrated experience working with volunteers
• Proficiency in MS Office Suite, Internet and Database applications
• Demonstrated communication skills and ability to multi-task and work under pressure to meet deadlines
• Proficiency in American Sign Language (ASL) or willingness to learn
• Demonstrated sensitivity to working in a culturally diverse environment