Job Posting 88236

Bilingual administrative assistant
Youth Services Bureau of Ottawa
Ottawa area
Ottawa
closes in 13 days (Mon, 10 Oct)
full time - temporary / contract  •  $46,113.60-$55,452.80

Administrative Assistant, Employment Services

 

Location:                                           Ottawa, Ontario

Reports to:                                       Coordinator, Employment Services

Employment Status:                      Full Time temporary (until March 31st, 2023)

Bargaining Unit Status:                 Excluded

Salary:                                             $22.17-$26.66 ($46,113.60-$55,452.80)

Language requirements:              English is essential; French is essential

BFOR:                                              N/A

Competition Number:                 22-111

Closing Date:                                 September 30th, 2022

Posting stage:                                Internal/External

 

 

About us:

Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at‑risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.

Under the supervision of the Coordinator of Employment Services, the Administrative Assistant provides customer services, administrative, data entry and processing support to the programs delivered in Employment Services Offices in accordance with policies and procedures established by the Bureau.      

 

What you will do:

 

Customer Services:  

  • Act as the first point for client contact – Greet clients, answer phones and email inquiries related to programs and services and direct clients to the appropriate supports as required.       
  • Schedule clients for services and provide on-site support to access resource room tools as required.       
  • Follow up with clients for case reviews, service surveys and QA reporting.       

 Administration/Data Processing:  

  • Organize, review and update client files for accuracy in data management system       
  • Support data entry into client files, client service tracking and reporting tools as required      
  • Prepare data and other reports as required       
  • Word processing documents as requested       
  • Photocopying and printing documents as required      
  • Organizing mail, order and manage office supplies.       
  • Provide support to Team meetings, schedules and events      
  • Ensure data and hard copy files are stored in according with compliance procedures      

  

Financial processing:   

  • Process requisitions and invoices as required      
  • Periodic Interaction with Finance department for information follow up.      

 

 

Other related Duties:       

  • Assist with office/resource centre daily set up and organization      
  • Participate in Centre events, committees and staffing events as required      
  • Support/back up other administrative staff as required       
  • Follow safe work practices as established by the Bureau and the Program  

 

This opportunity may be right for you if you have:

 

  • Diploma in office administration or equivalent       
  • 2 years experience working in an office , customer service environment        
  • Experience gathering and recording large amounts of data for processing       
  • Excellent verbal communication skills       
  • Oral fluency in English and French is essential       
  • Written fluency in English is essential       
  • Proven abilities in word processing and spreadsheets, online tools       
  • Comfort and knowledge working with various technology tools and software  

 

Join us!

If you think this vacancy is a good fit, we would love to hear from you. Please visit the career section of our website to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to

our team.

 

We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful.

 

At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance. This is not a remote position. The successful candidate will be expected to work in office.

 

All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.

 

 

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