Job Description

Background:

Settlement Assistance and Family Support Services is a trusted not-for-profit social services agency that has been serving and advocating for newcomers, refugees and victims of all types of violence since 1989. The need to address Violence against Women was the seed of the organization's establishment. However, while the organization was initially founded to support women and children who were victims of domestic violence, it has since evolved and expanded its services to support other identified needs. Our trained staff provide a range of services to a diverse, multi-cultural and multi-lingual community in a responsible and professional manner in a safe non-judgmental and confidential environment that fosters trust, respect and collaboration.

Overview

:
We are seeking a detail-oriented and organized

Administrative Assistant

to support our office operations. The ideal candidate will have strong clerical skills, excellent communication abilities, and proficiency with various software tools. This role is essential in maintaining smooth daily operations, providing exceptional customer service, and ensuring accurate record-keeping. Prior experience in medical or dental offices is a plus, but not required. This position offers an opportunity to work in a professional environment where organizational skills and attention to detail are highly valued.

Duties

:

Manages calls from clients and refer them to the appropriate Settlement worker Create multi-lingual posters, brochures, and flyers Input data in OCMS, ICARE, SAFSS Database on a weekly basis Input Process invoices, financial claims and responsible for petty cash distribution Orders and dispatches office and program supplies, including business cards to team members Maintain SAFSS' website information is current Take minutes, and handle all logistics for programs meetings, trainings, and events Receives and coordinates equipment support requests including laptops, cell phones, mobile sticks, printers, copier, etc. Coordinates with the assistance of the technical support for updating, servicing and repair of Office equipment Assists in the organization of team meetings, staff training and special events Collects clients' satisfaction surveys and workshop evaluations, and develops the data received into reports Travels off-sites to distribute resources and promotional materials Collect and collate monthly reports for the Settlement team Create statistical reports as required by Supervisor and the agency Actively participates in program's community development activities, including advocacy outreach and community engagement activities Participates in and supports local community events Networks with other staff, attends staff meetings & agency events, staff social events, community events, staff and agency committees Other duties as assigned

Qualifications:

College diploma in Business Administration or related field preferred Good verbal communication skills in English and other languages are an asset Experience working in the social services or a community-based organization Valid police clearance is required for the position

Skills

:

Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications Experience with QuickBooks or other bookkeeping software Strong data entry skills with high accuracy and typing speed Excellent organizational skills with the ability to prioritize tasks effectively Previous clerical or administrative experience preferred; experience in medical or dental offices is a plus Exceptional customer service skills with professional phone etiquette and customer support experience Ability to handle multi-line phone systems efficiently Attention to detail for proofreading documents and maintaining accurate records Strong computer skills including familiarity with filing systems, office equipment, and basic troubleshooting
This position is ideal for a motivated individual who thrives in a fast-paced environment and is committed to providing outstanding administrative support.

Job Types: Part-time, Fixed term contract
Contract length: 3 months

Pay: $21.24 per hour

Expected hours: 22.5 per week

Work Location: In person