Administrative Assistant - Biidaaziiway Gamik

Sagkeeng CFS workers are expected to exhibit a commitment to the 7 Teachings: Respect, Love, Wisdom, Bravery, Truth, Honesty, and Humility. Sagkeeng CFS is committed to providing employment and professional development to Indigenous People.

Sagkeeng Child and Family Services is a First Nations CFS Agency who strives to recruit inspired, accountable, and driven individuals to join our diverse talented team of professionals.  

Summary

The Administrative Assistant plays a key role in supporting the Biidaaziiway Gamik unit by performing a wide range of administrative and clerical functions. Working closely with the Clinical Supervisors and clinicians, this position assists with daily office operations, scheduling, correspondence, record management, and other administrative activities to ensure the effective and efficient functioning of the Sagkeeng CFS Biidaaziiway Gamik unit.

 

Requirements:

• Diploma or Certificate in Business Administration, Office Administration, Administrative Assistant, or a related field.
• Minimum two (2) years of administrative experience preferred, preferably in a community-based or social services environment.

• Equivalent combinations of educational experience and relevant work experience may be considered.

• Experience working in an Indigenous organization or with Indigenous communities is a strong asset.

• An understanding and awareness of the strengths and challenges of Indigenous children, youth, families and communities.

• Experience in research, data and statistical analysis.

• Highest regard for the protection of confidential information and high standards of ethics to handle sensitive information and situations. Adherence to Freedom of Information and Protection of Privacy Act / Personal Health and Information Act (FIPPA/PHIA).
• Valid class 5 driver’s license and fully insured vehicle with $2,000,000.00 liability insurance.
• Condition of employment is obtaining satisfactory driver’s abstract annually or as required.
• Condition of employment is having clear Criminal Record Check with Vulnerable Persons Sector Search, Child Abuse Registry and Prior Contact Check. Updating checks every two/three years.
• Flexibility to work late when required and requested.
• Exceptional organizational and time management skills.
• Excellent interpersonal and communication skills.
• Commitment to positive workplace communication and adherence to professional boundaries.
• Demonstrated ability to take initiative, work independently and as a team member in a fast paced, challenging environment.
• Ability to adapt to change.
• Demonstrated intermediate level knowledge of Microsoft Office (i.e. Word, Excel, Power Point, SharePoint, Teams) and online tools.
• Demonstrated commitment to continuous life-long learning.

 

Key Responsibilities (but not limited to):

• Provide administrative support to Clinical Supervisors and clinicians.
• Assist staff in maintaining accurate and current electronic records and hardcopy files.
• Prepare correspondence, reports, forms, letters, and other documentation as required.
• Maintain calendars, schedules, and appointment bookings for designated clinicians.
• Coordinate meeting arrangements, room bookings, and virtual meeting invitations.
• Assist with the preparation of presentation and group programming materials, training materials, and meeting packages as requested.
• Distribute notices, meeting agendas, correspondence, and minutes as required.
• Compiling clinical resources as requested by clinicians.
• Monitoring and tracking service utilization and providing reports to the Clinical Supervisors.
• Maintaining and overseeing inventory of clinical assessments and materials.
• Maintain effective communication with staff regarding deadlines and administrative requirements.
• Assist staff in maintaining accurate and current electronic records.
• Assist with processing invoices, purchase requests, and payment documentation.
• Assist with transportation requests.
• Maintain confidentiality of client information and records at all times.
• Ensures the safeguarding of all confidential files.
• Works cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives.
• Operates office equipment such as computers, fax machines, photocopiers, voice mail messaging systems and computer scanning equipment to complete unit tasks.
• Comply with agency policies, procedures, legislation, and professional standards.
• Participate in staff meetings, training programs, and professional development activities.
• Create an environment that promotes collaboration within the Biidaaziway Gamik unit.  
• Maintain a clean, organized, and welcoming office space. 
• Attend assigned training as outlined by Senior Clinical Supervisor/Executive Management. 
• Other duties as assigned by Senior Clinical Supervisor/Clinical Supervisor.

Qualified candidates will be required to undergo a criminal record check, child abuse registry check, and a prior contact check as a condition of employment.

Sagkeeng Community members and Indigenous candidates will be given preference and are encouraged to self-identify as being of Indigenous descent.