Location: Ottawa, Ontario

Reports to: Program Manager, Employment Services

Employment Status: Full-Time Permanent

Bargaining Unit Status: Excluded

Hourly Wage/Annual Salary: $51,729.60 - $62,212.80

Language requirements: English is essential, French is essential

Bona fide occupational requirement (BFOR): None

Schedule: Monday to Friday, 8:30am-4:30pm

Competition Number: 25-091

Closing Date: July 11th, 2025

Vacancy: Yes

Posting stage: Internal and external

Job Summary:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 400 caring professionals in a unionized environment in over 21 locations across Ottawa.

Under the supervision of the Program Manager of Employment Services, the Administrative Assistant provides customer services, administrative, data entry and processing support to the programs delivered in Employment Services Offices in accordance with policies and procedures established by the Youth Services Bureau.

Principal Duties:

Customer Services:

• Act as the first point for client contact – Greet clients, answer phones and email inquiries related to programs and services and direct clients to the appropriate supports as required.
• Schedule clients for services and provide on-site support to access resource room tools as required.
• Follow up with clients for case reviews, service surveys and Quality Assurance reporting.

Administration/Data Processing:

• Organize, review and update client files for accuracy in data management system
• Support data entry into client files, client service tracking and reporting tools as required
• Prepare data and other reports as required
• Word processing documents as requested
• Photocopying and printing documents as required
• Organizing mail, order and manage office supplies.
• Provide support to Team meetings, schedules and events
• Ensure data and hard copy files are stored in according with compliance procedures

Financial processing:

• Process requisitions and invoices as required
• Periodic Interaction with Finance department for information follow up.

Other related Duties:

• Assist with office/resource center daily set up and organization
• Participate in Centre events, committees and staffing events as required
• Support/back up other administrative staff as required
• Follow safe work practices as established by the Youth Services Bureau and the Program

Job Specifications/Qualifications:

(The qualifications are appended to the job description and are not intended to be part of the job description)

• Diploma in office administration or equivalent
• 2 years experience working in an office, customer service environment
• Experience gathering and recording large amounts of data for processing
• Excellent verbal communication skills
• Oral fluency in English and French is essential
• Written fluency in English is essential
• Proven abilities in word processing and spreadsheets, online tools
• Comfort and knowledge working with various technology tools and software

Disclaimer:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

Disclaimer:

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

What we offer:

• An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
• 15 days of annual vacation + 1 personal day;
• 100% YSB-paid group health benefits;
• Pension plan from Day 1;
• A team where you get to be yourself everyday and where you have the freedom to innovate.

Join us!

If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.

We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful. Please be advised that although ADP has embedded AI functions YSB does not use this AI function to make hiring decisions. All recruitment decisions including the screening of applications are made by our hiring team, who review each application with care and consideration. We value the individuality and potential of each applicant and strive to create an inclusive hiring experience. If you have any questions about our recruitment practices, we encourage you to reach out to our Talent Acquisition Coordinator.

At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.

All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.