FIREFLY is seeking a full time Administrative Assistant to join our team in our Fort Frances location. FIREFLY provides voluntary programs in the areas of Mental Health, Development Services, and Early Years for children aged 0-18 years and their families in the Kenora and Rainy River districts.
This position is responsible for providing clerical and administrative support to Clinical Managers and program staff. Additionally, this position supports reception services by answering the 1-800 line, as assigned, and guiding clients to their meeting space for the Fort Frances office.
FIREFLY is a multi-service, non-profit organization located in Northwestern Ontario that has recently been designated a Children's Treatment Centre. We are dedicated to supporting and strengthening the health and well-being of families, children, and youth through emotional, physical, developmental, and community services. Clients can access FIREFLY service in a variety of locations: centre-based, in-community (fly-in and drive-in communities), in schools, pre-schools, child care settings, home-based and in-home visits. FIREFLY offices are located throughout Northwestern Ontario, providing a unique opportunity to build strong relationships with children and families, local colleagues and community partners. FIREFLY delivers many of our services in partnership with local First Nation organizations and is committed to building cultural safety into all we do.
For additional information on what it is like to work at FIREFLY please take a few moments to watch the following video: https://youtu.be/AmiSO4lP-j0
Benefits of working at FIREFLY:
- Pension Plan (Healthcare of Ontario Pension Plan HOOPP).
- Professional development opportunities including access to educational websites and opportunity to attend trainings.
- Vacation entitlement starting at 4 weeks per year with a gradual increase after 3 years as well as paid time off between Christmas and New Year's.
- Paid sick leave accrued monthly up to a maximum of 30 days.
- Additional paid days off: Wellness Days (3 total per fiscal year) and Community Service and Cultural Days (3 total per fiscal year).
- Option to work towards a self-funded leave (i.e. 4 over 5).
- Excellent benefits plan with coverage including health, dental, vision, travel, life insurance and critical illness with 100% of the premiums paid by FIREFLY.
- Short- and long-term disability coverage paid by the employee.
- Ability to join, contribute, and learn from a multitude of committees that support your progressive attitude including neurodiversity, inclusion, ethics, family engagement, wellness, truth and reconciliation.
- A supportive team and great workplace culture.
Key Job Functions:
- Provide clerical and administrative support to FIREFLY programs. Each Program will have specific task lists. Flexibility is required to provide phone and office coverage.
- Meet and welcome clients and third-party visitors into the office space, as required.
- Attend Unit meetings for the purpose of minute taking and production of hard copies of minutes.
- Sort and deliver incoming/outgoing mail and maintain an adequate stock of necessary office supplies.
- Maintenance, meter reading and troubleshooting for all copiers, fax machines, postage meters, etc.
- Assist with the preparation for Agency events as required including shopping for snacks/office supplies and monitoring of gift cards and receipts.
- Provide receptionist duties, as assigned, including but not limited to scheduling appointments and conference calls, maintaining schedule boards, screening incoming calls, taking messages and re-directing crisis calls to the appropriate service or agency.
- Attend meetings and training as required.
Education/Experience/Skills/Knowledge Required:
- College Diploma in Business Administration or equivalent combination of education and experience
- Good working knowledge of software programs currently being used by the Agency - experience with the Microsoft Office suite of programs, EMHware, and Coconut Software would be an asset.
- Three to five years of work experience in a fast-paced office setting.
- Excellent organizational skills and the ability to work independently.
- Able to problem solve.
- Excellent verbal and written communication skills with the ability to prioritize workload.
- Must be able to maintain confidentiality.
Conditions of Employment:
- You have a desire to work with children, youth and their families
- You want to share your skills, talents and hobbies with an amazing team and have ideas of how to incorporate them into bettering the service we provide to our clients.
- You value the concept of teamwork but you're able to work independently.
- You want to be a role model of the vision and values of the Agency: Heart, Reaching Beyond, Empowerment, Sharing & Playing, and Accountability.
- You have a valid driver's license.
- You have a clear Criminal Record Check with Vulnerable Sector Screen.
If you are interested in this position, please apply! Applications will be accepted until Monday, November 18, 2024.
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