Administrative Assistant III – Prevention

Provides Assistance with managing the case management database software.
➢ Assists Primary Prevention Team with setup & upkeep of Penelope software system.
➢ Manage and maintain the team’s project management tool ensuring all tasks and projects are tracked accurately.
➢ The software system will do the following:
➢ Ensures that activities, resources, budgets and activity reports are consistently logged, helping the team stay on top of deliverables.
➢ Produces work orders.
➢ Maintains employee scheduling of work.
➢ Utilizes database systems to record, track data and enter statistics.
Delivers administrative support to the Team Leader(s) and Primary Prevention department.
➢ Provides administrative support to the Team Leader(s) of Primary Prevention.
➢ Maintains detailed records and tracks financial transactions related to Prevention ensuring accurate and timely reporting.
➢ Produces and records Purchase Orders and coordinates cash advancements and disbursements for the communications team.
➢ Manages and verifies travel sheets for the Primary Prevention Team. Team in coordination with the Team Leader(s) of Primary Prevention.
➢ Ensures all travel-related timesheets are correct and submitted in a timely manner.
➢ Tracks employee vehicle insurance expiry dates.
➢ Reminds supervisor of the vehicle insurance expiry dates.
➢ May be required to research and coordinate special projects, as directed by the Team Leader of Primary Prevention.
➢ Prepares, facilitates and follows up on meeting requirements.
➢ Circulates memos/information to staff.
➢ Drafts and types letters, briefs and memos, prepares reports with accuracy, requiring correct spelling, syllabication and punctuation, proofreading for typographical and grammatical errors, and makes photocopies.
➢ Types and prepares layouts for brochures, pamphlets, etc., as required.
➢ Takes minutes for team meetings.
➢ Responds to inquiries regarding Prevention and if required, directs to the appropriate personnel.
➢ Coordinates and schedules internal and external meetings, including managing calendars, room bookings, and virtual meeting platforms.
➢ Prepares and distributes meeting materials, as needed.
➢ Takes minutes during meetings with other departments, monthly one-on-one meetings, and bi-monthly team meetings, ensuring key points and action items are documented.
➢ Assists in the logistics for booking venues, arranging activities, and coordinating details for events, ensuring all necessary elements are organized in advance.
➢ Tracks event timelines and ensure all materials are prepared and delivered on time.
➢ Assists in coordinating and organizing trainings including registration and ordering of materials for mental health trainings (Mental Health First Aid, safeTALK, Applied Suicide Intervention Skills Training, etc.).
Coordination of promotional items.
➢ Oversees the ordering of promotional items for the organization,
including sourcing vendors and managing purchase orders.
➢ Maintains and organizes the promotional items closet, ensuring
accurate inventory management and timely restocking.
➢ Picks up promotional items from suppliers when delivery is not available.
➢ Delivers promotional items to satellite buildings and distribute them to staff or departments as needed.
➢ Monitors incoming Prevention-related emails, ensuring they are appropriately delegated to the right team members or departments for action.
➢ Tracks email follow-ups to ensure no key tasks are missed or delayed.
➢ Oversees and manages incoming requests from the communications request form, ensuring timely and efficient responses.
➢ Tracks all incoming requests and assist in assigning tasks to the appropriate team members based on capacity and expertise.
Assures an accurate and consistent filing system.
➢ Set up file management and archival systems.
➢ Classifies, indexes, and stores sensitive documents.
➢ Labels and stores records, reports, correspondences, operational and historical documentation.
➢ Ensures files are destroyed within a reasonable timeframe. Performs any other job-related duties as may be required by the immediate Supervisor