Administration/Reception (Programs Support) - Jobs in Bowmanville, ON

Job Description

The John Howard Society of Durham Region has an exciting opportunity for you. If you have a passion to support people with resources who require assistance with employment, housing, counselling, literacy, harm reduction and judicial supports, an appreciation for the not-for-profit sector and would like to work for the John Howard Society of Durham Region, we encourage you to apply.Administration/Reception (Programs Support)Division: Administrative ServicesWork Status: Full-TimeLocation: Durham Region (Bowmanville & Oshawa)About the Role:The John Howard Society is a multi-service organization. Services at JHS Durham are funded through a variety of federal, provincial, and municipal governments. This position is responsible for a wide variety of administrative office duties along with service user screening to assess whether further services; internally or externally, in the community are needed. This includes supporting all agency programs, greeting and screening visitors, answering and referring inbound telephone calls, managing a service user caseload, scheduling appointments, and administrating agency correspondence.Core programming at JHS Durham includes Employment, Literacy, Harm Reduction, Counselling Groups, Homelessness, Residential and Justice Services.The ideal candidate MUST be able to work and be comfortable with situations related to: Trauma, Racism, Cultural or Religious Prejudices, Gender Expression, and Identity (LGBTQ+), Immigration/Newcomers, Substance use, Family Relationships, Disability, Education and learning challenges, Life-skills, Systems experiences (i.e. Child Welfare, Criminal Justice)You’ll be working on things like:Service User Support

• Screen all individuals upon entry into the building by verifying their inquiry and subsequently inform them of appropriate services for which they are eligible and establish their referral process to agency programs based on inquiry
• Assist service users with applications to OESP (Ontario Energy Support Program)
• Assist users with access to resource area and maintain current resources available
• Assist service users with access to Needle Exchange supplies, facilitate exchanges
• Maintain a calm, courteous and professional demeanour, managing visitor’s behaviour and expectations
• Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Remain current with other community agencies in Durham Region to provide external referrals where JHS programs are not able to service
• Liaises with other JHS staff to ensure coordination between programs and utilizing available resources.
• Receiving service users and notifying staff of their arrival, refer service users to appropriate agency services, scheduling appointments where appropriate, and directing incoming calls
• Facilitate screening and intake of service users seeking services related to Record Suspension

Administrative Support

• Ability to use internet, social media, and other research tools to identify resources and programming tools.
• Record and distribute messages for staff members when required
• Maintain housing vacancy lists (Bowmanville)
• Order and tracking of food orders with Feed the Need
• General filing of correspondence and service user file material where needed and required
• Utilizing a computer/laptop to produce correspondence, memos, reports, and minutes for programs
• Data entry into database systems as required (HIFIS, Dream, NEO and excel based tracking systems etc)
• Coordinates procurement activities - office, meeting and maintenance supplies
• Maintain the cleanliness and appearance of the reception/resource room, assist with other areas of office as needed
• Observe and report any security/safety issues
• Report ongoing equipment maintenance issues
• Maintain monthly performance related statistical reports when required
• Learn and utilize new / specialized software as required
• Receive payments and provide receipts where appropriate using agency debit system, cash, donor cheques and receipt book systems
• Maintain and display information on other agencies and training opportunities
• Maintain electronic media resources as required, such as certificates, minutes templates etc,
• Maintain accurate and up-to-date statistics and documentation as required
• Other duties as assigned

Case Management/Documentation

• Screen and open files for record suspension service users
• Maintain accurate and up to date case notes related to support and services provided to record suspension service users
• Copy and maintain sufficient forms for programs files, fax, collect and distribute mail etc, prepare files for programs

Community Referrals

• Thorough understanding of all JHS Durham Services and corresponding resources
• Work effectively and collaboratively with all JHS in-house services and programs to ensure coordination between programs and utilization of available resources
• Make referrals to community agencies as deemed appropriate
• Assist programs with event fundraising administrative tasks
• Attend workshops, meetings and seminars as requested
• Representing the agency in the community when required
• Other related duties as required

If you have the following…we want to hear from you!

• Related community college diploma with a combination of related experience
• Acts in a professional manner and maintains a position of trust and confidentiality.
• Acts in an open, respectful, honest, and helpful manner with all team members, service users and other staff.
• Excellent knowledge of office practices, procedures, standards, and equipment
• Experience working with marginalized and diverse populations
• Non-judgmental, strong problem solving and superior communication skills
• Must have current knowledge of community resources related to the social service field
• Able to write simple correspondence, including memos, letters, etc
• Ability to apply understanding to carry out instructions in written, verbal, or diagram form
• Adjusts and is flexible to meet changing work needs and demands
• Strong knowledge of Microsoft Office 365 products, including Excel and Word
• Able to maintain filing systems and basic databases
• Meticulous records maintenance skills
• Superior telephone etiquette and strong interpersonal skills
• General math skills
• Strong written and verbal skills to communicate with all levels of the organization
• Able to work in an environment that requires the ability to meet deadlines and targets
• Able to take initiative and work as part of a team

Status: Full TimeDuration: ContinuousHours: 35 hours per week, Monday to FridayLocation: Durham Region (Bowmanville with the ability to work in Oshawa location when required)Reports to: Supervisor of FinanceTravel: Yes, as required (mileage reimbursement)Salary: $18.05 per hourBenefits: YesUnion: YesStart Date: As Soon As PossibleWorking Conditions

• COVID-19 protocols are in place, PPE is provided
• JHS Durham is currently certified with C.U.P.E and is in collective bargaining

This position is being posted INTERNAL/EXTERNAL. Priority interviews will take place with INTERNAL employees of JHS Durham. JHS Employees who are interested in this posting are encouraged to apply before Monday November 28, 2022 at 1:00pm.POSTED ON: NOVEMBER 23, 2022CLOSES: December 2, 2022Application Link: https://jhsdurham.bamboohr.com/careers/288 About UsThe John Howard Society of Durham Region (JHSD): We are a non-profit, social service agency dedicated to serving all individuals, families, youth and adults in programs in areas such as Community Justice, Employment and Training and Housing/ Residential Services.We thank you for your interest in obtaining employment with the John Howard Society of Durham Region. We are committed to creating a diverse environment and providing equal employment opportunity for all applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. John Howard Society of Durham is also committed to compliance with all fair employment practices regarding citizenship and immigration status.Recognizing the intrinsic worth and dignity of every human being, the John Howard Society is committed to uphold the principles set out in the Human Rights Code of Ontario and the Canadian Human Rights Act. This commitment is expressed in the following undertaking:(1) The Society shall provide services within its mandate to every individual without discrimination, regardless of race, ethnicity, citizenship, national ancestry, colour, creed, language, religion, marital status, family status, gender, sex, sexual orientation, age, abilities, economic status, political affiliation or criminal record.(2) The Society shall maintain such personnel policies and practices as are consistent with the tenets of the Human Rights Codes of Ontario, the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act (AODA).(3) The Society, through its employees, shall deal with representatives of the community in a responsive manner, with courtesy, respect, and without prejudice and discrimination.Quick Apply

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