OVERALL RESPONSIBILITIES:

Reporting to the Manager, Community Participation and Family Supports, the IFDS Administrative Assistant will be responsible for maintaining accurate records for the IFDS caseload and managing and processing incoming invoices and inquiries regarding funding.

POSITION RESPONSIBILITIES:

Related to Human Resources

• Promotes a positive, supportive and risk-free work environment that is respectful of the contributions of all employees

Related to Occupational Health and Safety

• Ensure compliance to the Occupational Health and Safety Act, Workplace Safety and Insurance Board and Agency health and safety policies and procedures
• Promote a harmonious, risk-free work environment through awareness of the Violence in the Workplace Prevention Policy
• Promote awareness of safety measures for self, co-workers and others
• Ensures proper and safe use of equipment

Related to Administrative and Financial Management:

• Provide administrative and clerical support as required for all Community Participation and Family Supports programs
• Support Community Participation and Family Supports team by organizing various communications and other components of SSAH individualized funding and Respite Programs; take responsibility to enter and maintain all required information to ensure the Personal Planning and Self Directed data base is current; ensure Proof of Services Delivery forms are forwarded to families as required
• In conjunction with the Finance and Business Operations department, be responsible for the bi-weekly entry of family directed and other invoices for processing by the Finance and Business Operations department
• Prepare reports and conduct audits as required by the Ministry of Children and Community and Social Services and other stakeholders as required
• Assist and support the Community Participation and Family Supports team by coordinating the preparation of Service Agreements with families and maintain organized client files
• Assist families and the public with program details, general information and inquiries
• Attend, contribute and participate at all IFDS meetings; participate in committees, projects and activities related to the mission and vision of the Agency and goals of the department
• Prepare reports and data collection as required

Related to Professional Responsibilities:

• Develop, nurture and maintain mutually supportive and respectful relationships with both internal and external contacts
• Participate in professional development and education opportunities as required

SKILLS AND ABILITIES:

• Proficiency with Microsoft Office, Excel, PowerPoint, various social media, and website administration
• Excellent organizational, interpersonal, problem-solving skills
• Proficient in data entry and keyboarding while maintaining attention to detail and accuracy
• Presents with a positive attitude with the ability to work both independently and within a team environment
• Ability to handle multiple priorities, be self-motivated and focused to achieve department and Agency requirements
• Demonstrated commitment to and understanding of the Mission, Vision and Guiding Principles of Community Living Wallaceburg

QUALIFICATIONS:

• Minimum of 2 to 3 years experience in office administration, data entry, or bookkeeping
• Post secondary education in Developmental Services or general business diploma is preferred, or a combination of comparable skills and experience
• Valid Class “G” Ontario Driver’s license, one million dollar automobile liability insurance and a reliable vehicle for use at work
• Clear criminal conviction background search including vulnerable sector screening
• Excellent verbal and written communication skills in English; French language proficiency considered an asset

OTHER:

• Normal hours of work are 40 hours in a two-week period (Part time)
• Required to work flexible hours, including some evenings and weekends and work a flexed workday as will be required from time to time
• Other duties as may be required

Due to the changing nature of the work and work to be done, responsibilities, duties, job specifications and qualifications may be changed from time to time.

Job Type: Part-time

Expected hours: 16 – 24 per week

Benefits:

• Company events
• Employee assistance program
• Life insurance
• Wellness program

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Administrative: 2 years (required)

Licence/Certification:

• Ontario "G" classification driver's license (required)

Work Location: In person

Application deadline: 2025-06-27