Adult Services Administrative Assistant #512-2026-27

Adult Services Administrative Assistant Internal/External #512-2026-27 Full-Time, 35 hours/week, 1 Year Contract LOCATION: Barrie, ON REASON FOR RECRUITMENT: Temporary Replacement UNIONIZED POSITION: OPSEU Local 355 COMPENSATION: $25.41-$28.54 per hour and $46,251-$51,949 annually ABOUT CATULPA COMMUNITY SUPPORT SERVICES/WHO ARE WE? Catulpa Community Support Services is a FOCUS-accredited social services agency providing community supports to children, youth, adults, and families with special or unique needs. In 2023 Catulpa celebrated our 50th anniversary and we continue to lead and evolve. We are proud to be a uniquely positioned case management agency with a life-spanning spectrum of programs and services. LAND ACKNOWLEDGMENT Catulpa acknowledges that it is situated on the traditional land of the Anishinaabe people. The Anishinaabeg include the Ojibwe, Odawa and Pottawatomi Nations, collectively known as the 3 Fires Confederacy. It should be noted that the Wendat and the Haudenosaunee Nations have also walked on this territory over time. PURPOSE OF POSITION Performs a lead role in administrative functions related to adult programs, including referrals, file management, reporting, etc. and provides administrative support to the Director/Supervisor and Staff of the Adult Programs. STATEMENT OF MAJOR RESPONSIBILITIES 1. To establish and maintain a tracking/filing system for follow-up with persons served to ensure that documentation is complete 2. To assist the Director, Supervisor and staff members with data systems and computer applications, being a resource to those needing support 3. To complete administrative duties including room bookings, scheduling of meetings, creating business correspondence, maintaining office supplies, assisting with organizing and registrations for training events 4. To attend meetings, prepare agendas, take notes, complete minutes and ensure follow-up on items as required 5. To complete data entry tasks consistent with agency practice contributing to the agency records management process to ensure an organized and accurate electronic record is maintained 6. To provide reports to the Director/Supervisor for Monitoring purposes and funder reporting requirements 7. To provide telephone coverage and support where needed by responding in a professional manner to inquiries related to the Services 8. To complete Serious Occurrence reporting and follow up according to Ministry Guidelines. 9. To liaise with staff, agencies, clients and their families, and the public 10. To participate in supervision and performance appraisal meetings 11. To adhere to all agency standards, policies, and procedures, demonstrating knowledge and skill in decision making and problem solving, and participating as a team member 12. To provide a welcoming, professional working environment, respecting the values, culture and beliefs of staff, persons served, and their families 13. To assist the Manager and staff members with data systems and computer applications, being a resource to those needing direction 14. To assist with the organization and registration of training events 15. To schedule space 16. To be aware of and adhere to Health & Safety Policy Rules and Regulations 17. To perform other related duties as assigned WHAT WE OFFER: - Paid sick days, 2 float days, and 11 statutory holidays - Hybrid work environment where eligible staff can apply to work from an approved home location for up to 50% of their work time - Access to an EAP Program that offer mental health supports, resources and more - Continuous professional development opportunities to support career growth - A supportive and collaborative team culture that includes a number of committees with staff from a variety of departments who work together on projects and processes that enhance our culture of inclusion QUALIFICATIONS: Education and Experience Level - Proven ability to be provide administrative support in a professional and efficient manner; minimum one-ye…