Administrative Assistant

LOFT Community Services is a unique and dynamic charitable organization that supports people living with complicated issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving approximately 13,969 annually and providing 1,788 units of supportive housing last year, LOFT is one of Ontario’s largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice™ Award (NEOC) recipient.

To help fulfill its mission, LOFT is hiring a Administrative Assistant.

JOB SUMMARY:

The Administrative Assistant renders a range of services pertaining to the coordination and operation of the administrative, financial and bookkeeping functions of the program. General clerical coordination includes typing, filing, photocopying, stationary control, and receptionist duties. Financial and bookkeeping duties include maintaining program petty cash, client’s monies in trust, and payroll duties for the Program. In addition, the Administrative Assistant ensures that the established accounting requirements and practices are implemented in accordance with LOFT Community Services policies and procedures.

This position requires an individual to have highly developed computer and bookkeeping skills, the ability to follow through independently on assigned projects, have a good understanding of social services especially in regards to older adults and seniors with special needs, display a high degree of organizational skills along with a high level of maturity, tact and the ability to relate effectively to people at all levels. This position also has a high degree of interaction with clients.

WHAT YOU WILL DO: * Reception

• Answer the telephone and provide appropriate information to callers.
• Direct calls to the appropriate personnel.
• Greet all visitors and provide them with appropriate information as to their needs and requests.

• Secretarial
• Type correspondence, reports, schedules and other materials for the Director, supervisory and other staff, if required.
• Open and distribute all incoming mail in a timely fashion.
• Preparation and upkeep of all program records (i.e. Correspondence, files, filing system etc.) in an organized and up-to-date fashion.
• Ensure that all office equipment is in good order and properly maintained.
• Maintain stationary supply levels and place orders accordingly.
• In liaison with the Director, ensure inventory of form letters, general forms, program information, manuals and mailing lists are maintained
• Support the Program manager in the creation of staff schedules and managing schedule changes.
• Supporting the program and program manager in nursing administrative tasks as required

• Financial/Bookkeeping
• Prepare and disburse petty cash; monitors all receipts and allocates to the appropriate accounts. Supervision of the petty cash and Monies in Trust cash boxes on a daily basis.
• Coordinate and complete all banking functions pertaining to the program as required.
• Receive and check that supplier invoices are legitimate and forwarded to the appropriate staff personnel for authorization. Once authorization is received, forward to LOFT Community Services in a timely fashion to meet specific discount periods and accounting deadlines. Maintains invoice/warranty files for purchases, where applicable.
• Complete all required accounting documentation in a timely fashion and forward to the Program Director and LOFT Community Services Financial Services.

• Work with Tenant
• Provide social/emotional support to tenants, as required.
• Assist with social/recreational programs for tenants, as required.
• Assist and deal with the day-to-day questions and general concerns/needs of the tenants.
• Assist with completing Work Orders for clients and staff

WHAT YOU BRING:

Must Haves

• Completion of a degree/diploma from a recognized post-secondary institution or equivalent with training in a field which is relevant to this position;
• Knowledge of the work of a social service organization;
• Senior administrative support experience (filing, bookkeeping, payroll, office procedures)
• Demonstrated senior level administrative support skills, a minimum word processing speed of 50 wpm, accuracy, excellent proofreading ability and superior knowledge of modern office and computer technologies and the ability to complete complex data entry;
• A desire to work with a diverse team that is committed to equity and inclusion;
• Ability to maintain strict confidentiality and handle senior level communications with professionalism and tact;
• Maturity of judgement with excellent verbal and written communication skills, and personable;
• Ability to work effectively in a team oriented environment and provide leadership to and coordinate support activities of the LOFT office;
• Minute and note taking ability;
• Ability to meet deadlines;

Nice-to-Haves

• Familiarity with social service organizations is an asset

We believe there are many different ways of developing skills, and we love diverse
experiences! So even if you don’t “tick all the boxes” but think you’d thrive in this role, we encourage you to apply.

WHAT WE OFFER:

• A comprehensive compensation and benefits package, including medical, dental, vision, life insurance, and long-term disability
• Defined Benefits Pensions Plan
• 24/7 Employee Assistance Program
• E-learning program available all year round
• Starting vacation time above minimum standard,
• Additional paid personal and paid sick days
• Professional development budget available to help you nurture and shape your career
• Corporate Gym membership rate with GoodLife Fitness
• Access to Perkopolis, a comprehensive corporate discount program
• Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion
• Tuition reimbursement program
• Maternity-leave top up program

Note: All LOFT employees are required to be COVID-19 vaccinated as a condition of hire in accordance with LOFT’s Vaccination Policy; unless they are employed in or work regularly with staff who are employed in, non-client facing roles.

Note: A satisfactory vulnerable sector check (VSC) is also required.

CLOSING DATE: September 14th, 2023.

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