Administrative Assistant II, Mental Wellness & Addictions

Provides administrative support to Mental Wellness (S5/Psychological Services) & Addictions Team and Clinical Supervisors
 Ensures that administrative guidelines are interpreted correctly and followed by staff.
 Types and drafts: letters, memos, reports, and prepares Power Point presentations when required.
 Prepares layouts for pamphlets, creating binders and packages for participants, etc.
 Photocopies and files documents in the appropriate areas for Mental Wellness & Addictions.
 Drafts, designs forms needed by employees of both programs.
 Circulates memos and information upon requests to employees.
 Assists in the development and maintenance of tools, literature, and other publications which promotes Mental Wellness & Addiction programs.
 Prepares agenda, takes and prepares the minutes for meetings, working groups, etc. as needed.
 Prepares, facilitates and follows up on meetings/conferences administrative requirements.
 Assists in organizing/coordinating training events.
 Participates in all Staff meetings/workshops/conferences or sits on committees relevant to area of employment.
 Assists staff in maintaining records of the expenses and budgets for programs.
 Assists in preparing and processing Purchase Orders, Cash Disbursement, Independent Services Contracts, etc.
 Reviews requisition forms for clinical supervisors’ signature, adherence to administrative requirements, and purchasing special equipment requirements.
 Assists in the preparation of year-end reports in particular individual and group statistics.
 Provides file retrieval and information services.
 Classifies, indexes and files materials such as records, reports, time sheets, correspondence and technical documents.
 Provides logistical support to the Mental Wellness & Addictions teams (i.e. acts as point of contact for internal logistical requirements, such as training on new timesheets etc.).
 Maintains a location plan of staff members’ work stations and makes necessary arrangements to ensure that they have the proper administrative equipment to perform his/her roles.
 Provides a purchasing service by verifying needs, and coordinates supplies and equipment.
 When requested, research information relevant to the needs of the clients, topics, discussions or agenda items. (i.e. Medicines, Traditional Services, and Identify workshops).
 May be requested to assist with KSCS validation activities.
Provides scheduling support to Mental Wellness (S5/Psychological Services/ARS)& Addictions.
 Reviews, tracks and maintains the scheduling and time for staff members.
 Maintains records of Mental Wellness & Addictions staff vacation requests.
 Assist Clinical Supervisors to tabulate monthly staff balances on timesheets.
Assists in the promotion of the day to day programs & projects of Mental Wellness (S5)& Addictions.
 Assists in maintaining, planning and/or developing projects within the program.
 Carries out promotional activities for the program projects whenever possible.
 Assists in carrying out and attending activities for the program whenever possible.
 Assists in the preparation of internal and external communications for Mental Wellness.
 Liaise with all other KSCS components on behalf of Mental Wellness & Addictions.