Indefinite full-time position, six (6)-month probationary period.
Under the direction of the Team Leader Post Majority Support Services, the Administrative Assistant is responsible for providing administrative support to Post Majority Support Services team and Team Leader of Post-Majority Support Services. Under general supervision, independently applies learned skills and knowledge associated with administrative tasks to complete diverse, moderately complex assignments within defined policy and according to objectives. Provides administrative and clerical support to relieve of administrative details. May coordinate messages, appointments, and information to callers, and file maintenance. Manages incoming and outgoing correspondence and distribution. May deal with highly sensitive information related to clients. Coordinates specific tasks assigned by the KSCS Team Leader of Post Majority Support Services. Participates in various working groups/meetings and may be required to take and distribute meeting minutes. Researches and compiles assignments and reports. Proofs word processing documents. Operates automated office equipment. Provides coverage to the Research and Systems Administrator regarding client files. Decisions are straightforward in nature, within clearly defined procedures and practices specific to the department or work group and are regularly reviewed.
Provides clinical administrative and case management (Penelope Recording System) support to Post Majority Support Services Team and Team Leader.
➢ Enters contacts in Penelope Recording System, types and enters
assessments, Service Plans or other documents in Penelope Recording
System.
➢ Meets with Post Majority Team Members to review caseload and
other client issues when requested.
➢ Cancels and/or reschedules client appointments as requested and enters
these contacts in Case Management Recording System.
➢ Enters client-related incoming/outgoing correspondence in Penelope
Recording System and distributes accordingly.
➢ Provides Penelope Recording System support.
Provides general
administrative support to the
Post Majority Support Services
Program.
➢ Assists in ongoing development of a Manual regarding Standards of
Practice.
➢ Assists in developing a survey to measure effectiveness of Post Majority
Support Program.
➢ Drafts and designs layouts for reports, presentations, brochures, manuals,
catalogues, and proposals to create visual appeal, in collaboration with
Communications Team when needed.
➢ May be required to develop charts, graphs, or graphical elements for
documents.
➢ Draft various documents ensuring quality and consistency, including
letters, memos, templates, forms, reports, contracts, and agreements.
➢ Manages and maintains various spreadsheets and databases.
➢ May be required to assist supervisor with office procedures, such as
general organizing, filing and administrative processes.
➢ Files all administration documents upon request.
➢ Assists with coordinating meetings and events pertaining to Post Majority
Support Services.
➢ Develops agenda for team meetings and documents minutes for meetings
pertaining to Post Majority Support Services when necessary.
➢ Updates main Post Majority Support Caseload Summary.
➢ When requested, assists in obtaining documents from clients’ paper files.
➢ Provides other administrative duties as requested (photocopy, send faxes,
draft letters, proofreads, etc.).
Provides financial support to
the Post Majority Support
Program.
➢ Requests financial supports for youth in program, when applicable, with
First Nations Child Family Services for Post Majority Support Services.
➢ Records, collects, and enters financial data into the data management
program sourced from the funding provider.
➢ Processes all relevant documentation to the Finance Department to
ensure youth in program are financially compensated.
➢ Coordinates with the Finance Department for appropriate
documentation, as required.
➢ Assists the Team Leader in gathering information for year end statistical
reporting.
➢ Files all financial documents upon request.
Performs any other job-related duties as may be required by the immediate Supervisor.
➢ D.E.P in Administration, Secretarial or related field(s) of study with one (1)
to three (3) years relevant experience.
➢ Minimum High School Diploma plus three (3) to five (5) years relevant
experience.
➢ Excellent verbal and written communications skills.
➢ Excellent organizational skills.
➢ Excellent knowledge of computers and programs (MS Word, Excel etc).
➢ Experience in minutes taking, and typing.
➢ Ability to multitask and possess good decision-making skills.
➢ Ability to work under pressure due to the work requirements.
➢ Ability to work independently and in a team setting.
➢ Basic budgeting skills.
➢ Ability to draft well written documents, proof-read for typographical and
grammatical errors.
➢ Lifestyle must reflect that of a positive role model.
Assets
➢ Knowledge of Kanien’keha language.
➢ A valid driver’s license and access to a vehicle
Team Work: ➢ Commonly requires a level of collaboration and cooperation to get work
or projects complete.
Advising: ➢ Frequently provides information that must be understood and explained.
Training: ➢ Occasionally provides training to clients and stakeholders.
Kahnawake Shakotiia’takehnhas Community Services
PO BOX 1440
Kahnawake, Quebec
J0L1B0
humanresources@kscskahnawake.ca
