Job Description

Administrative Assistant III, Support Services - Youth Protection Team (Maternity Leave Replacement)

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KSCS is seeking an experienced and responsible individual to provide general and clinical administrative support to the Youth Protection/YCJA Caseworkers and Clinical Supervisors. Under the guidance and support of the Clinical Supervisors of Youth Protection (YP) and Youth Criminal Justice Act (YCJA), the Administrative Assistant III provides crucial analytical and specialized administrative support aimed at alleviating Clinical Supervisors and Case Workers (YP / YCJA) of complex details that may deal with highly sensitive information related to clients. Coordinates specific tasks assigned by the KSCS Manager of Child and Youth Wellness; participates in various working groups/meetings and may be required to take and distribute meeting minutes.


Department: Family Services, Support Services


Duration: 18-month contract, six (6)-month probationary period.


Salary: Starting at $27.84/hour.


Schedule: 35 hrs/week; must be willing to work flexible hours as necessary


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Description

Under the guidance and support of the Clinical Supervisors of Youth Protection (YP) and Youth Criminal Justice Act (YCJA), the Administrative Assistant III provides crucial analytical and specialized administrative support aimed at alleviating Clinical Supervisors and Case Workers (YP / YCJA) of complex details. This role is essential for fostering a safe and supportive workplace environment, particularly when handling sensitive matters related to employees and management. The Administrative Assistant III approaches all tasks with empathy and care, recognizing the diverse experiences of individuals within the organization.



Working within the framework of the organization's business objectives and core values, Administrative Assistant III utilizes a comprehensive understanding of relevant skills and practices to independently manage large and complex activities or projects. Performs advanced administrative duties including issues of a sensitive nature related to clients. The role requires mature and advanced knowledge, ensuring that support is not only effective but also sensitive to the needs of all team members.


Through trauma sensitive approaches and a commitment to legal integrity, the Administrative Assistant III helps to foster an organizational culture that prioritizes trust, respect, and well-being, while upholding the organization's goals of compliance, equity, and creating a positive, resilient workplace for all.

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Responsibilities

Provides Clinical Administrative Support to the Youth Protection / YCJA Team:

Provides updates and reports/documents received from external service providers regarding mutual clients. Assists in updating and uploading YP/YCJA Caseload Summaries as needed. Organizes and attends relevant meetings requested by the Caseworkers (YP/YCJA) and Clinical Supervisors (YP/YCJA) and takes and distributes minutes. Assists in planning, organizing and scheduling Team Meetings, Trainings, Case Conferences, Case Review Meetings, Family Preservation Meetings including room bookings, equipment supplies and catering if necessary. Ensures that case reviews are completed as per the timelines outlined. Books or cancels clients appointments When requested, assists in obtaining documents from clients' paper files. Ensures that Notifications of Placements are completed and submitted to the Foster Care Administrative Assistant and Foster Care Extended Family Resource Worker Contacts institutions and group homes for reporting purposes and act as the liaison to the Foster Care Administrative Assistant. Receives case aide requests and distributes to the Foster Care Administrative Assistant. Receives, distributes and maintains documents from the Monteregie. Records and distributes Youth Protection Signalements to the Monteregie. Receives, monitors and maintains special requests, including Jordan's Principle Requests and completes Requests for Contracts*.
Establishes and maintains file systems and retrieval for YP/YJCA caseworkers and clinical supervisors. Assists in preparing documentation for court and legal services. Set up file management and archival systems. Classifies, indexes, and stores sensitive documents.

Provides General Administrative Support to the Youth Protection / YCJA Team:

Assists and maintains the development of standard operating procedures and policies for systems within Youth Protection. Ensures that administrative guidelines are interpreted correctly and followed by staff. Drafts letters, memos, reports, and prepares Power Point presentations upon requests. Produces and records Purchase Orders and coordinates cash advancements and disbursements for the Youth Protection and Youth Criminal Justice Act team. Verifies and processes travel expense sheets for the YP/YCJA Team in coordination with Clinical Supervisors. Receives, monitors and maintains timesheets for all Caseworkers in coordination with Clinical Supervisors. Tracks employee vehicle insurance expiry dates. Reminds supervisor of the vehicle insurance expiry dates. Photocopies and files documents in the appropriate areas of YP and YCJA. Drafts, designs and types forms needed by employees within the program. Receives and distributes incoming correspondence. Circulates memos and information upon requests to employees. Maintains mailing lists and provides mail merge services. Tracks and orders YP & YCJA delegation letters for staff that require these letters. Prepares orientations packages for new caseworkers and students. May be required to research and coordinate special projects, as directed by Clinical Supervisors Maintains and organizes the emergency clothing and supplies closet for children and youth at risk. Responds to inquiries regarding YP/YCJA Team and if required, directs to the appropriate personnel. Tracks email follow-ups to ensure no key tasks are missed or delayed.

Provides Case Management (Penelope Recording System) Support to Clinical Supervisors (YP / YCJA) and Caseworkers (YP / YCJA):

Provides Penelope Recording System support including: entering contacts, types and enters assessments, Service Plans or other documents in Penelope Recording System. Enters client-related incoming/outgoing mail/faxes in Penelope Recording System and distributes these. Makes copies of Youth Protection/YCJA documents for workers involved in client cases. When required, enters team's contact and/or reassigns contacts in Penelope Recording System.

Performs any other job-related duties as may be required by the immediate Supervisor.

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Communications

Team Work: Frequently requires a level of collaboration and cooperation to get work or projects complete. Advising: Commonly provides information that must be understood and explained. Training: Occasionally provides training to clients and stakeholders.
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Environmental factors

Types of Schedule: Regular work week, occasional flexible hours. Stress Factor: Moderate stress with some periods of high stress. Deadlines: Some tight deadlines (unplanned).
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Accountability

To provide services in a manner consistent with the terms and conditions of the employment agreement, the personnel policies, standard operating procedures and directives. To provide courteous, timely and efficient administrative support to YP / YCJA employees. To provide respectful and courteous support to clients. To provide accurate computer support and ensure the successful execution of delegated projects. To maintain an accurate filing system. To maintain confidentiality practices.
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Qualifications

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Education and experience:

D.E.P in Administration, Secretarial or related field(s) of study and three (3) to five (5) years relevant experience. Minimum High School Diploma plus five (5) to ten (10) years relevant experience.
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Skills and requirements:

Excellent verbal and written communications skills. Excellent organizational skills. Excellent knowledge of computers and programs (MS Word, Excel etc). Experience in minutes taking, use of recording devices and typing. Ability to use discretion when handling confidential documentation. Ability to multitask and possess good decision-making skills. Ability to work under pressure due to the work requirements. Ability to work independently and in a team setting. Possession of a valid driver's license and access to a vehicle (some travel required). Available to participate in KSCS activities. Knowledge of the community and the culture, issues, concerns and socioeconomic problems facing the community. Lifestyle must reflect that of a positive role model.
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Assets:

Knowledge of Kanien'keha language. Basic budgeting skills.

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Online Application

Prepare digital copies (e.g. PDF, Image, Word) of the following documents to upload with your application:

Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications


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Email Application

Prepare digital copies (e.g. PDF, Image, Word) of the following documents to attach to your application:

Download and complete the job application. Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications

Please submit your application with all documents attached to

KSCS Human Resources

athumanresources@kscskahnawake.ca.


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In-person / Mailed Application

Please print the following documents to include with your application:

Download and complete the job application. Download and sign the privacy waiver. A copy of a government-issued I.D. Resume / CV Letter of intent Proof of education and/or certifications

Printed applications can be delivered to the following address:

Kahnawa:ke Shakotiia'takehnhas Community Services

P.O. Box 1440

Kahnawake, Quebec

J0L 1B0

Canada


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Resources for Applicants

For more information, please contact the KSCS Operations Office (KOC) at 1-450-632-8464, or via email at humanresources@kscskahnawake.ca.