FIREFLY is seeking a temporary full time (35 hours per week) Administrative Assistant (up to 4 months, leave coverage) to join our team in our Sioux Lookout 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 provides reception services by answering the office main line and welcoming visitors for the Sioux Lookout 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 that we do.
For additional information on what it is like to work at FIREFLY please take a few moments to watch to following video: https://youtu.be/AmiSO4lP-j0
Benefits of working at FIREFLY:
- Paid vacation entitlement of 4% of annual salary.
- Paid time off between Christmas and New Year's Day during holiday office closure
- Professional development opportunities including access to educational websites and opportunity to attend trainings.
- Paid sick leave accrued at 1 day per month.
- Additional paid days off: Wellness Days and Community Service and Cultural Days.
- Opportunity to bank overtime to be used as additional paid time off
- 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.
- Provide receptionist duties including but not limited to scheduling appointments and conference calls, maintaining schedule boards, screening incoming calls, taking messages and re-directing crisis calls to appropriate service or agency.
- Attend Unit meetings for the purpose of minute taking and production of hard copy 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 meter, etc.
- Assist with the preparation for Agency events as required including shopping for snacks/office supplies and monitoring of gift cards and receipts.
- 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 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 want 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, 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 Dec 1, 2024
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