POSITION SUMMARY:

The Administrative Support Worker operates under the guidance of the Management Team and plays a key role in the initial contact with the families we serve, providing in-depth intake and registration, file management and maintenance, program wait-lists and referral, as well as any other additional administrative support required by management. The Administrative Support Worker will also play a role in the management and operation of the facility, maintaining a safe, professional and efficient office environment by ensuring the office is in compliance with all company policies, health and safety, and other regulations applying to office facilities and assets.

DUTIES AND RESPONSIBILITIES:

1. Administrative Support

• Overseeing the intake and registration process, and providing seamless transitions from intake to               service.

  • ​File creation and maintenance as required by various licensing and funding requirements.

  • Coordination of registration and intake, parent orientation and program referrals.

  • Maintain records of referrals, update wait-lists and program assignments.

  • Create communication plan and flowchart for programs and services.

  • Database management, data input and report formation.

2. Maintaining Professional, Efficient and Safe Office Environment

• Overseeing the maintenance and upkeep of Opokaa’sin facility to keep it clean, safe, accessible, and welcoming.

  • Maintain current filing systems, ensuring files are current, frequently audited, and stored properly.

  • Ensure adequate supplies of office stationary, general office supplies, office furniture, and other equipment.

  • Coordinate schedules, appointments and bookings.

  • Arrange and attend executive team meetings to take, distribute and archive meeting minutes.

  • Negotiate contracts and service level agreements for third party supplies and/or service providers.

  • Taking lead role in initiating proper safety standards that align with provincial legislative requirements.

  • Prepare operational reports and schedules to ensure efficiency.

  • Comply with Opokaa’sin safety policies and procedures.

 

REPORTING LINE: Accountable to the Program Director

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RATE OF PAY: $19.00 - $22.00/Hour

 

QUALIFICATIONS:​

• Business Administration/Administration Assistant Diploma, and/or related degree/diploma, at least two years’ experience working in this area of employment.

• Strong computer and technical skills with experience using Microsoft Office and Outlook applications.

• Knowledge and experience with common office equipment.

• Ability and experience working with culturally diverse and vulnerable populations.

• Awareness and understanding of Indigenous culture, traditions and Blackfoot language.

• Excellent written/oral communication and organizational skills.

• Must submit a Child Welfare and Criminal Record check, 6 months current.

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All potential applicants are required to submit a Criminal Records Check, Child and Youth Information Module, and provide two (2) references, cover letter and resume as a part of their application package.

Screening Criteria: Please be advised that in order to be considered for the position applicants must clearly indicate how they meet criteria. Failure could result in elimination from hiring pool.

 

Submit complete package to:

 

Opokaa’sin Early Intervention Society

241 Stafford Drive North, Lethbridge, AB T1H 2A5

ATT: Opokaa'sin Director

Email:  director@opokaasin.org 

Phone:  (403) 380-2569  |  Fax:  (403) 327-6775