Job Description

DATE: February 9th, 2024
LOCATION: Toronto, ON - Quality and Service Excellence
COMPENSATION: $46,577 - 56,329 Annually Prorated

LOFT Community Services is a unique and dynamic charitable organization that supports people living with complicated issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving approximately 19,633 annually and providing 1,861 units of supportive housing last year, LOFT is one of Ontarios largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice Award (NEOC) recipient.
To help fulfill its mission, LOFT is hiring a Administrative Assistant - Client Care.

Job Summary

The Administrative Assistant - Client Care renders a range of services pertaining to the coordination and operation of the administrative, financial and bookkeeping functions across all client-care streams. General clerical coordination includes data entry, typing, filing, photocopying, and stationary control. Financial and bookkeeping duties include tracking processes and procedures related to client-carepetty cash, and payroll duties for all client-care streams. In addition, the Administrative Assistant - Client Care ensures that the established accounting requirements and practices across all client-care streams are implemented in accordance with LOFT Community Services policies and procedures.

This position requires an individual to have highly developed computer and bookkeeping skills, the ability to follow through independently on assigned projects, have a good understanding of social services especially in regards to individuals with complex mental health needs, display a high degree of organizational skills along with a high level of maturity, tact and the ability to relate effectively to people at all levels. This position also has a degree of interaction with clients and community partners.

The Quality and Service Excellence team supports the continuous integration of evidence and clinical wisdom to enhance client-care experiences and client outcomes. Through areas such as measurement-based care, program evaluation, and research, core principles of evidence-based practice are applied to client care so that supports and services are tailored and individualized.

What You Will Do

Secretarial

• Scheduling and preparation of client-care and stream-specific meeting materials and presentations.
• Administrative support for all client-care initiatives (e.g., CARF) and special interest groups (e.g. working groups, community of practices).
• Type correspondence, reports, schedules, meeting minutes and other materials for Client-care Stream Directors, supervisory and other staff, if required.
• Preparation and upkeep of all client-care stream records (i.e. staff training files, MOUs, tracking of sentinel and critical incidents, etc.) in an organized and up-to-date fashion.
• Ensure inventory of letters, general forms, program information, manuals and mailing lists for client-care streams are maintained.
• Preparation of expense and mileage claims for Client-care Stream Directors.

Financial/Bookkeeping

• Monitors all client-care receipts and allocates to the appropriate accounts.
• Coordinate and complete all client-care banking functions pertaining to the client-care stream as required.
• Receive and check that client-care supplier invoices are legitimate and forwarded to the appropriate staff personnel for authorization. Once authorization is received, forward to LOFT Community Services in a timely fashion to meet specific discount periods and accounting deadlines. Maintains invoice/warranty files for client-care purchases, where applicable.
• Complete all required client-care accounting documentation in a timely fashion and forward to the Client-care Stream Director and LOFT Community Services Financial Services.

Work with Clients and Community Partners

• Provide social/emotional support to clients, as required.
• Follow up with community partners and reminders for follow-up as required.
• Report any situation, which could be of a serious nature regarding the client-care stream, program and /or the client to the Client-care Stream Director and/or their delegate.
• Follow all Fire Procedures and assist in any emergency situation, as needed.
• Other responsibilities as delegated by the Client-care Stream Director or their delegate which pertain to the administrative and bookkeeping functions of all client-care streams.

What You Bring

• Completion of a degree/diploma from a recognized postsecondary institution or equivalent with training in a field which is relevant to the position; Knowledge of the work of a social service organization;
• Senior administrative support experience (filing, bookkeeping, payroll, office procedures).
• Maturity of judgment with excellent verbal and written communication skills.
• Ability to maintain confidentiality with client information and other senior-level communication with professionalism and tact.
• Ability to interact with clients with complex health needs (mental illness, addictions, and physical/health challenges) in a caring and compassionate manner.
• Demonstrated administrative support skills, high words per minute, and accuracy, knowledge of modern office equipment and computer technology including Word and Excel.
• Demonstrated financial accounting skills.
• Ability to work effectively in a team oriented environment.
• Ability to meet deadlines, which may require flexibility in work schedule.
• Well-developed telephone and interpersonal skills.

Nice-to-Haves

• Understanding of cultural competency and anti-oppression framework.
• Reflective of a multi-barriered group, as serviced by the program, a strong asset.

What We Offer

• A comprehensive compensation and benefits package, including medical, dental, vision, life insurance, and long-term disability
• Defined Benefits Pensions Plan
• 24/7 Employee Assistance Program
• E-learning program available all year round
• Starting vacation time above minimum standard
• Additional paid personal and paid sick days
• Professional development budget available to help you nurture and shape your career
• Corporate Gym membership rate with GoodLife Fitness
• Access to Perkopolis, a comprehensive corporate discount program
• Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion
• Tuition reimbursement program
• Maternity-leave top up program

Our Commitment to Diversity and Inclusion

LOFT Community Services is a values-driven organization with a deep belief that each person has the ability to grow and change. We value compassion, collaboration, and community delivered with dignity, innovation, and excellence. LOFTs vision is that together, we can all live successfully in our community. Our client population reflects Ontarios diverse community and it is LOFTs goal to build a workforce who also reflects that diversity. LOFT believes there are many ways to develop skills and build experience and expertise. So even if you dont tick all the boxes but think youd thrive in this role, you are encouraged to apply.

Note: All LOFT employees are required to be COVID-19 vaccinated as a condition of hire in accordance with LOFTs Vaccination Policy; unless they are employed in or work regularly with staff who are employed in, non-client facing roles.

Note: A satisfactory vulnerable sector check (VSC) is also required.

CLOSING DATE: February 23, 2024

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LOFT Community Services is committed to fostering an inclusive and accessible environment and dedicated to building a workforce that reflects the diversity of the community in which we live and serve. LOFT is committed to making employment opportunities accessible in accordance with the Accessibility for Ontarians with Disabilities Act, 2005. Requested accommodation will be provided in all parts of the application and hiring process by contacting hrteam@loftcs.org or (416) 979-1994.

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LOFT Community Services