Organization Overview:

YWCA Edmonton is a powerful voice for equity and has been leading social change and progress for women, families and gender-diverse individuals in the capital region since 1907. Part of an international movement, YWCA Edmonton is a trusted provider of services, programs and advocacy work that transforms lives and helps build a stronger, healthier, and equitable community for all. We provide education and services to thousands every year through leadership programs, counselling, outdoor education, healing retreats and supporting people with disabilities.

Job Summary:

The Administrative Assistant supports the Disability Services Department staff by handling the administrative tasks required within the department such as inquires from staff & contractors, billing administration, staff documentation and tracking, records management, taking and distributing minutes from departmental meetings.

Hours of work:

This is a full-time hybrid position with hours of work from 8:30am-4:30pm, Monday through Friday and includes two to three days minimum in the office environment. Occasional evenings may be required to meet the department’s needs

Responsibilities:

Administrative

• Effectively handle inquiries from staff and contractors. Refer to the corresponding Service Coordinator when necessary.

• Monitor and ensure staff and contractors maintain up-to-date documentation as required.

• Draft and maintain working forms to use within the department. Make suggestions to the Policy and Forms committee as needed.

• Electronically file monthly documentation.

• Attend relevant department and agency meetings; transcribe and distribute minutes as required.

• Assist with letter mail outs as necessary.

• Other duties as assigned.

Records Management

• Maintain all staff, contractor, and Individual files.

• Enter, and maintain, frontline staff and Individual’s information in databases.

• Review and approve all completed packages via the DocuSign platform.

Finance

• Process contractor invoices for payment.

• Prepare billing for submission to funding sources.

• Bi-monthly tracking of service delivery.

Authority

• Notify Service Coordinators or Managers of staff, contractors, or Individual concerns.

• Notify the Managers/Director regarding any issue that significantly impacts the Disability Services department or YWCA Edmonton.

• All outgoing correspondence that significantly impacts on the Disability Services department or YWCA Edmonton must have the approval of the Director.

• Notify Coordinators of impending overservice in hours or days.

• Other duties as required.

Qualifications Required:

• Minimum 2 years office experience in areas related to office administration, office procedure and basic accounting principles.

• Current Intervention Record Check and Criminal Record Check, with vulnerable sector.

• Preferred Office Administration diploma or equivalency.

• Proven experience and proficiency in Microsoft Suite program & any other programs such as Zoom, DocuSign, etc.

• Excellent verbal and written communication skills.

• Proficiency in the English language, both written/verbal.

• Attention to details and accuracy.

• Ability to interact in a positive manner with a diverse population.

• Strong interpersonal skills.

• Effective problem solving and crisis management skills.

• Strength in multitasking, prioritizing, and meeting deadlines.

• Ability to work independently and as part of a team.

• Knowledge and/or experience of working with individuals with disabilities is an asset.

• Ability to work in a dynamic hybrid office environment.

• Knowledge of government funders such as Community & Social Services and Children’s Services is an asset.

Checks & Insurance:

• Able to provide a clear Criminal Record and Vulnerable Sector Check

• Able to provide a clear Youth Intervention Check

• Must carry a minimum of $1 Million in professional liability Insurance (if applicable).

Equal Opportunity Commitment:

For over a century, YWCA Edmonton has been dedicated to creating a community in which everyone has an equal opportunity to achieve their full potential. We know that creating an equitable world requires diversity of thought and equity for all. We stay true to our mission by welcoming the unique contributions that each individual can make, and our hiring practices welcome all candidates. YWCA Edmonton is committed to maintaining a workplace environment that demonstrates a culture built on the fundamental principles of inclusion, diversity, equity, accessibility, and safety.

Acknowledgment:

YWCA Edmonton acknowledges that we are on the traditional land of Treaty 6 Territory and the Metis Homeland of Region 4. The footsteps of diverse Indigenous peoples have marked this territory from time immemorial — First Nations, Metis, Inuit, and now settlers from around the world. We are all treaty members, with recognition and respect for Indigenous Peoples and the traditional territories on which we live, work, and play. We call upon our collective honored traditions and spirits to share responsibility for stewardship of this beautiful land and our community.

Compensation:

We offer a competitive compensation package for the job that includes a salary commensurate with experience and education, full benefits package with RRSP employer matching contributions, and paid time off and holidays. Our hybrid work arrangement provides flexibility to work both in-office and