Receptionist/Unit Assistant

Children's Aid Society

Open Until Filled

Job Description Details:

The Children’s Aid Society of the United Counties of Stormont, Dundas & Glengarry is committed to becoming allies with First Nations, Inuit and Métis communities; those of African-Canadian/Black heritage; other racially marginalized and LGBTQ2S+ persons, through our Truth and Reconciliation commitments, our ongoing ‘Diversity, Equity and Inclusivity’ work and anti-racism/anti-oppression education.



Competition #17-20 UA/Receptionist
Permanent Full-Time Union



FUNCTION

  • The function of the UA/Receptionist is to support all front-line staff teams and to complete all of the major Unit Assistant responsibilities listed below and to provide reception coverage when the full-time receptionist is on break, lunch, and/or on vacation. The UA/Receptionist will report to the Intake Supervisor.



MAJOR JOB RESPONSIBILITIES

  • Provide all typing and word processing services for child protection worker and management staff, as assigned

  • High proficiency in Microsoft Office, Word, Excel and Adobe and ability to work with an information system database

  • Ability to work with Sharefile program

  • Upload all agency documents to information system database as required

  • Responsible for scheduling and cancelling meetings via outlook calendar as well as scheduling of room bookings, as required

  • Attend meetings as required and take minutes – (occasionally)

  • Ability to edit documents in both official languages

  • Prepare all outgoing mail for assigned staff, ready for posting

  • Develop a knowledge of all departmental requirements as they relate to secretarial services in order to cover other unit assistants when the need arises

  • Share responsibility for the forms requirements of the Agency

  • Carry out other duties which may from time to time be assigned by a supervisor

  • Assist in the collection, preparation, and organization of materials

  • Ability to politely connect with people to share information or gather information

  • Responsible for administrative tasks for all Access Request to information and Disclosures



RECEPTION COVERAGE

  • Meet, greet, and respond to telephone calls, walk-in referrals, inquiries from the public and direct them to the appropriate departments

  • Responsible for posting outgoing mail at day’s end, as well as preparing any paperwork required for courier services

  • Responsible for periodic mailing of material, as well as opening and distributing mail      accordingly

  • Train and assist unit assistants and summer students to perform reception duties in the      absence of the receptionist

  • Reserve interview rooms for workers

  • Monitor screening calls and maintain stats

  • Track car seats, and daily sign-out passes (i.e. bridge, Cornwall Community Hospital and      CHEO)

  • Responsible for writing the names of visitors in the sign-in/sign-out binders

  • Verify the voice mail messages for trainings and prepare an attendance list

  • Update the reception duties list for the unit assistants

  • Verify the Standard-Freeholder for any articles for abuse/maltreatment of children and send to screener

  • Verify incoming faxes and distribute them accordingly

  • Update the AHS schedule and tracking

  • Prepare birth certificates, SIN, OHIP and passport applications

  • Make photocopies

  • Arrange taxi requests

  • Other duties that may be assigned from time to time


KNOWLEDGE AND SKILLS REQUIRED

  • Ability to identify systemic barriers to equity and anti-oppressive practices and apply this lens to your work

  • Knowledge, experience, and understanding of the culture, history and current issues/oppression experienced by First Nations, Inuit and Métis; those of African-Canadian/Black heritage; and other racially marginalized personsin our community

  • Knowledge of First Nations, Inuit and Métis history, people and communities and a demonstrated ability to engage with the communities

  • Strong understanding of First Nations, Inuit and Métis culture, heritage and traditions, and a commitment to developing the highest quality culturally appropriate service possible for the First Nations, Inuit and Métis families that we serve

  • Ability to demonstrate effective time management skills, prioritize tasks, follow instruction, and give/receive feedback

  • Ability to collaborate effectively with peers, community partners and other professionals

  • Demonstrated ability to communicate both written and verbally in a clear, concise manner, and to be able to meet deadlines and other administrative requirements



QUALIFICATIONS:

  • Grade 12 secondary school diploma at a minimum – preferably College degree related to the position

  • Three (3) to five (5) years experience in clerical/secretarial work and/or relative experience

  • Ability to communicate in both (English and French) official languages

  • Proven ability to work independently and ability to take initiative

  • Ability to work effectively in a team

  • Demonstrated ability to work under pressure and show flexibility

  • Strong ability to organize and prioritize work

  • Proficient in CPIN search (Child Protection Information Network) is a valuable asset

  • To have a valid driver’s license and have access to their own vehicle

  • High level of confidentiality

  • Preference will be given to those who identify as First Nations, Inuit and Métis; African-Canadian/Black heritage; or other racially marginalized persons who meet the educational requirements or who have equivalent education and experience. 

  • As a requirement of employment all applicants must have a Canadian Social Insurance Number


SALARY:

Salary range $42,857 - $54,084, commensurate with education and experience



Interested applicants are asked to submit their application for this position through our website: www.cassdg.ca/en/the-society/careers/employment-opportunities


CAS SDG values building a workforce that is reflective of the diversity in our community and strongly encourages applications from all qualified individuals, especially those who can provide perspectives and contribute to a further diversification of ideas. Please indicate in the application process should you identify as First Nations, Inuit and Métis; African-Canadian/Black heritage; or if you are a member of another racialized or otherwise marginalized group.


We comply with the AODA (Accessibility for Ontarians with Disabilities Act). If you require accommodation at any time throughout the application process, or if this information is required in an accessible format, please contact us.


We thank all interested applicants; however, only qualified applicants will be contacted for an interview.

ACESS | Akwesasne Career & Employment Support Services |  Mon-Fri 9:00am to 3:00pm