Unit Assistant

Type

Full Time

Closing Date 

From March 24 until position filled

Term:

Permanent

Hours of Work 

35 hours per week

Wage

TBD

Title of Immediate Supervisor: Lori Martisius

Unit Assistant

Team:

Purpose of the Role 

The Unit Assistant provides administrative and clerical support functions related to the activities and operations of the Ogwadeni:deo. Provides office professionalism; realizing this position is usually the first point of contact for visitors and telephone calls.

Major Position Responsibilities 

RESPONSIBILITIES AND SUPPORT TO OGWEHO:WEH FAMILIES, CHILDREN AND YOUTH  

• Assists with maintaining the reception areas in good order 
• Assists the Receptionist with responding to and directing all in-person inquiries and telephone calls to the proper person 
• Scanning and uploading documents into Matrix
• Preparing professional correspondence on behalf of the agency for government applications and medical requests
• Searching and evaluating useful case information related to a specific topic, or researching case details and family records to write letters
• Maintains the team meeting schedules for the Team Supervisors and Service Staff 
• Schedules and maintains the coverage calendar, vacation schedule and office schedule for the team 
• Types, photocopies and faxes or emails letters, memoranda, reports and other documents as requested  
• Uses desktop publishing software to draft information flyers/newsletters, etc.; and, upon approval, distributes as directed  
• Collects, sorts, logs, makes copies and directs incoming mail and faxes, signs for courier deliveries and logs, posts or couriers outgoing mail  
• Prepares files for all new opening cases, performs record checks, open case shells for all new cases in the information system 
• Logs file numbers and retrieving files from the vault 
• Ensures confidentiality of all cases open 
• Acts as a role model and represents and promotes the Ogwadeni:deo Program in a courteous, cooperative and professional manner  

OGWADENI:DEO THE AGENCY  

• Files documents for client activity/volunteer  
• Process per-diems and cheque requisitions
• Makes travel and accommodation arrangements as requested  
• Preparing financial assistant forms
• Takes minutes of team meetings  
• Locates records on all respond cases 
• Prepare recruitment packages for the prospect applicants 
• Assists in family file audits, preparation of Foster Licencing review application and alternative care file audits 
• Assists in Customary Care Declaration to ensure all standards have been met 
• Assists with the preparation of any statistical documentation required for QA/CQI 
• Assists with the maintenance of the inventory of office supplies, resource sheets 
• Assist with the preparation of team expenditures in compliance in the finance policy 
• Performs other duties as assigned from time to time by the Supervisor and Administrative Assistant. 

Knowledge, Experience & Skills Required

Basic/Mandatory Requirements

• Must have a Post- Secondary Degree or Diploma in Business Administration or Office Management plus 2 years work experience in a progressive office setting particularly in Child Welfare OR 

• Certificate in Business Administration/Office Administration plus 3 years of related work experience in a progressive office setting in particular Child Welfare 
• Preference to experience in Foster Care Licensing Reviews, Crown Ward Reviews 
• Must have accurate typing min 50 wpm and proficiency in oral and written communication skills 
• Must possess a valid Ontario class “G” driver’s license 
• Must submit a favourable criminal reference check and vulnerable sector screening 
• Will be Ogweho:weh in preference to other applicants 
• Must be willing to work flexible hours in accordance to working environment 

Knowledge Requirements  

• Must have working knowledge of a multi-line phone system  
• Must have working knowledge of the use of office machines: fax, photocopier, shredder, etc.  
• Must have a solid background in basic computer use, with specific knowledge of Microsoft Word/Excel/Power Point, case management software and desktop publishing software, email, and Internet use for booking travel, courier service and purchasing supplies  
• Must be thoroughly familiar with the relevant provincial legislation, regulations and guidelines 
• Must be knowledgeable respecting Six Nations’ cultures and of the cultures of families of other Ogweho:weh who reside in the negotiated service delivery area 

Ability Requirements  

• Must have the ability to work cooperatively with other staff and management  
• Must have the ability to relate effectively to community members 
• Must have excellent interpersonal skills  
• Must have strong conflict resolution and problem solving skills 
• Must have the ability to work with minimal direction 

Specific Working Conditions & Requirements

• Climate controlled workplace environment, occasional travel may be required, and possible exposure to infectious disease. This position can involve considerable mental and emotional stress, involving the interacting directly with staff who work in a high stress environment, with families experiencing highly sensitive issues.  The position is subject to an environment that may involve physically dangerous situations.