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Resource Administration Assistant-Family Intervention
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#797590
Remote / WFH
Ben-Calf-Robe-Society
Job Description
Job Summary
The Resource Administration Assistant in the Family Intervention Program provides administrative, clerical, and program support to the Family Intervention Team. The position is responsible for assisting with communication, preparing documentation, and supporting the day-to-day operations of the program. The Administration Assistant serves as an important point of contact for families, staff, community partners, and service providers. The position requires professionalism, confidentiality, cultural respect, strong organizational skills, and the ability to work effectively in a busy family service environment. This position will support service delivery through a family-centered, strengths-based, trauma-informed, culturally safe, and Indigenous-informed approach.
Responsibilities
Indigenous and Cultural Responsibilities
Demonstrate respect for indigenous cultures, traditions, values, family structures, and community practices.
Support culturally safe service delivery with the Family Intervention program.
Assist with organizing cultural events, ceremonies, community events, elders or knowledge keeper visits, and family gatherings
Maintain respectful relationships with indigenous families, communities, elders, knowledge keepers, and community organizations.
Participate in cultural learning and professional development opportunities
Administrative Support
Provide day-to-day administrative support to the Family Intervention Supervisor, Manager, and program staff.
Answer and direct telephone calls, emails, and general enquiries in a professional and respectful manner.
Receive visitors and provide a welcoming first point of contact for families and community members.
Prepare correspondence, letters, forms, reports, meeting materials, and other program documents.
Maintain electronic and paper filing systems in an organized and secure manner.
Assist with photocopying, scanning, printing, mail, and general office duties.
Order and maintain office supplies and program materials.
Meetings and Team Support
Schedule staff meetings, case conferences, training sessions, and other program meetings
Prepare agendas, meeting packages, sign in sheets, and other material
Record and distribute meeting minutes when required
Track assigned administrative action items and follow up as directed
Assist with staff orientation and preparation of administrative materials for new employees.
Financial and Purchasing Support
Assist with processing invoices, purchase orders, receipts, and expense documentation
Maintain records of program purchases and expenditures as directed
Assist with petty cash or program funds where applicable and in accordance with organizational procedures
Coordinate purchases and supplies for program activities
Ensure financial documentation is complete and submitted within required timeframes
Program Support
Assist Family Intervention staff with scheduling family appointments, meetings, visits, and case conferences.
Prepare intake packages, consent forms, information packages, and other required documentation.
Assist with tracking referrals, appointments, service activities, and follow up requirements.
Maintain program statistics and administrative tracking systems
Enter information accurately into databases and electronic record systems.
Assist with preparing monthly, quarterly, and annual program reports.
Support staff with program events, workshops, family activities, and community gatherings.
Assist with maintaining current community resource and referral information
Records and Documentation
Maintain accurate, confidential, and up to date records
File documentation according to organizational policies and procedures
Ensure documents are appropriately stored and accessible to authorized staff
Assist staff with retrieving records and documentation as required
Monitor outstanding administrative documentation and follow up with staff when necessary
Ensure confidential information is handled appropriately and in accordance with privacy legislation and organizational policies
Communication and Customer Service
Provide courteous and respectful service to children, youth, families and community partners
Respond to routine inquiries and direct more complex matters to the appropriate staff member
Communicate information clearly and professionally by telephone, email, and in person.
Maintain appropriate professional boundaries when interacting with families
Promote a welcoming, inclusive, and culturally safe environment
Qualifications
Satisfactory Police Information Check and Intervention Record Check.
Post-secondary education in Office Administration, Business Administration, Human Services, Social Services, or a related field is an asset.
Previous administrative experience, preferably in a social service, family service or community based organization.
Experience working with indigenous communities and families is considered an asset
Equivalent combinations of education and experience may be considered.
Excellent organizational and time management skills
Strong written and verbal communication skills
Excellent attention to detail and accuracy
Ability to handle confidential and sensitive information appropriately
Strong computer skills including Microsoft Office, Excel, Outlook, Teams, and electronic databases
Ability to prioritize multiple tasks and meet deadlines
Strong interpersonal and customer service skills
Ability to work independently while contributing effectively to a team.
Professional telephone and email etiquette.
Knowledge of community resources and family support services is required.
Pay: $22.00-$26.00 per hour
Work Location: In person
The Resource Administration Assistant in the Family Intervention Program provides administrative, clerical, and program support to the Family Intervention Team. The position is responsible for assisting with communication, preparing documentation, and supporting the day-to-day operations of the program. The Administration Assistant serves as an important point of contact for families, staff, community partners, and service providers. The position requires professionalism, confidentiality, cultural respect, strong organizational skills, and the ability to work effectively in a busy family service environment. This position will support service delivery through a family-centered, strengths-based, trauma-informed, culturally safe, and Indigenous-informed approach.
Responsibilities
Indigenous and Cultural Responsibilities
Demonstrate respect for indigenous cultures, traditions, values, family structures, and community practices.
Support culturally safe service delivery with the Family Intervention program.
Assist with organizing cultural events, ceremonies, community events, elders or knowledge keeper visits, and family gatherings
Maintain respectful relationships with indigenous families, communities, elders, knowledge keepers, and community organizations.
Participate in cultural learning and professional development opportunities
Administrative Support
Provide day-to-day administrative support to the Family Intervention Supervisor, Manager, and program staff.
Answer and direct telephone calls, emails, and general enquiries in a professional and respectful manner.
Receive visitors and provide a welcoming first point of contact for families and community members.
Prepare correspondence, letters, forms, reports, meeting materials, and other program documents.
Maintain electronic and paper filing systems in an organized and secure manner.
Assist with photocopying, scanning, printing, mail, and general office duties.
Order and maintain office supplies and program materials.
Meetings and Team Support
Schedule staff meetings, case conferences, training sessions, and other program meetings
Prepare agendas, meeting packages, sign in sheets, and other material
Record and distribute meeting minutes when required
Track assigned administrative action items and follow up as directed
Assist with staff orientation and preparation of administrative materials for new employees.
Financial and Purchasing Support
Assist with processing invoices, purchase orders, receipts, and expense documentation
Maintain records of program purchases and expenditures as directed
Assist with petty cash or program funds where applicable and in accordance with organizational procedures
Coordinate purchases and supplies for program activities
Ensure financial documentation is complete and submitted within required timeframes
Program Support
Assist Family Intervention staff with scheduling family appointments, meetings, visits, and case conferences.
Prepare intake packages, consent forms, information packages, and other required documentation.
Assist with tracking referrals, appointments, service activities, and follow up requirements.
Maintain program statistics and administrative tracking systems
Enter information accurately into databases and electronic record systems.
Assist with preparing monthly, quarterly, and annual program reports.
Support staff with program events, workshops, family activities, and community gatherings.
Assist with maintaining current community resource and referral information
Records and Documentation
Maintain accurate, confidential, and up to date records
File documentation according to organizational policies and procedures
Ensure documents are appropriately stored and accessible to authorized staff
Assist staff with retrieving records and documentation as required
Monitor outstanding administrative documentation and follow up with staff when necessary
Ensure confidential information is handled appropriately and in accordance with privacy legislation and organizational policies
Communication and Customer Service
Provide courteous and respectful service to children, youth, families and community partners
Respond to routine inquiries and direct more complex matters to the appropriate staff member
Communicate information clearly and professionally by telephone, email, and in person.
Maintain appropriate professional boundaries when interacting with families
Promote a welcoming, inclusive, and culturally safe environment
Qualifications
Satisfactory Police Information Check and Intervention Record Check.
Post-secondary education in Office Administration, Business Administration, Human Services, Social Services, or a related field is an asset.
Previous administrative experience, preferably in a social service, family service or community based organization.
Experience working with indigenous communities and families is considered an asset
Equivalent combinations of education and experience may be considered.
Excellent organizational and time management skills
Strong written and verbal communication skills
Excellent attention to detail and accuracy
Ability to handle confidential and sensitive information appropriately
Strong computer skills including Microsoft Office, Excel, Outlook, Teams, and electronic databases
Ability to prioritize multiple tasks and meet deadlines
Strong interpersonal and customer service skills
Ability to work independently while contributing effectively to a team.
Professional telephone and email etiquette.
Knowledge of community resources and family support services is required.
Pay: $22.00-$26.00 per hour
Work Location: In person
