Administrative Assistant - Jobs in North York, ON

Job Description

POSITION TYPE: Full-time PermanentDEPARTMENT: Tropicana Employment CenterAFFILIATION: Unionized PositionLOCATION: 505 Consumers Rd, North York, ON M2J 4A2HOURS: 9am – 5pm, Mon – FriEXTENDED HOURS: Dependent on needs of the programSTART DATE: ASAPABOUT THE ORGANISATION Tropicana Community Services, a Toronto-based multiservice organization, provides all youth, newcomers, people of Black and Caribbean heritage and others in need with opportunities and alternatives that lead to success and positive life choices. Our mission is achieved through culturally appropriate programs such as counselling, childcare, educational, and employment services and youth development.ABOUT THE POSITION Reporting to the Supervisor of Administration, the Administrative Assistant is responsible for ensuring efficient, high quality execution of a range of programmatic activities and administrative duties while maintaining the highest level of confidentiality. The successful candidate will provide administrative support to the Employment Center and clients by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making arrangements, etc.AREAS OF RESPONSIBILITIES

• Perform fundamental admin duties such as greeting visitors and answering phones, planning meetings, composing memos and taking detailed meeting minutes, filing and formatting forms and documents, obtaining quotes and placing orders, etc.
• Schedule meetings, events, activities, and information sessions for the team unitizing various platforms (e.g. Outlook, Teams, Zoom, and Google Calendar.)
• Input Client and Employer Information into internal and external data base include, but not limited to EOIS-CaMS and CTMS
• Update and maintain online job postings; circulate new job leads utilizing internal and external channels
• Follow up with employers and clients quarterly post-employment by phone or via email and record feedback in the database; Conduct quarterly customer satisfaction surveys and prepare reports
• Update case notes and organize client files from Employment Counselors and Job Developers
• Assist in designing, customizing, and distributing promotional and marketing materials for outreach purposes
• Provide administrative support to the management team and correspond with various parties
• Liaise with employment counsellors and job developers to discuss concerns of client performance from employers
• Process job trials and prepare employer claims/invoices for submission to Head Office
• Maintain and update departmental manuals and documents
• Advise employers on deadlines for submission of claims and the availability of Job Maintenance workshops and Job Coaching services
• Assist in managing supplies inventory by checking stock to determine inventory level and anticipating supply needs prior to placing and expediting orders
• Manage and reconcile petty cash
• Act as a back-up to the Resources and Information Facilitator as required
• Present a positive and professional image of the Organization at all times

SKILLS AND QUALIFICATIONSEducation

• University Degree, College Diploma or a combination of education and experience in Business Administration or related field

Work Experience

• 1+ years of experience as an administrative role in an office setting
• Experience working in a non-profit organization is an asset

Licenses & Certifications

• Negative Vulnerable Sector Screening Check issued within one year of hire date

Language & Communication Skills

• Solid verbal and written communications, listening and customer service skills

Transferable Skills

• Excellent organizational skills with the ability to multi-task, prioritize tasks, and meet deadlines
• Strong organizational, administrative and analytical skills with exceptional attention to detail
• Excellent computer skills; proficiency in MS Applications including Access, PowerPoint, Word, Excel and Outlook
• Sound knowledge of data management tools; ability to utilize internal database and prepare reports
• Understanding of web-based technology and tools
• Knowledge and experience using virtual platforms such as Zoom, Webex, and Teams
• Self-directed individual with a professional attitude in the work environment
• Demonstrated ability to work effectively with diverse communities, and in a diverse and team-based work environment
• Demonstrated commitment to learning and continuous improvement
• Ability to work in a multicultural/multiracial environment

HOW TO APPLYInternal candidates are asked to submit a completed résumé, cover letter, no later than 5:00 pm, November 22, 2021External candidates are asked to submit a completed résumé, cover letter, no later than 5:00 pm, February 28, 2022Although we appreciate each application, only those candidates being considered for the position will be contacted.Tropicana Community Services is committed to creating an inclusive, barrier-free recruitment and selection process. Please inform the Human Resources department, at the time of your application, of any requirement for accommodation in order for us to assess all employees in a fair and equitable manner.Quick Apply

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