Administrative Assistant (AS3)

Administrative Assistant (AS3)

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Edmonton, Alberta

Office Professionals

Contract

04/04/2024

211557

Join a top employer and advance your career. Aplin has partnered with an Edmonton-based company to hire an AS3! As an Administrative Assistant 3, you will play a crucial role in supporting the smooth operation of a service department. You will be responsible for performing a wide range of administrative tasks to ensure the efficient functioning of the department and the delivery of essential services to children and their families. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information.

Responsibilities:
  • Administrative Support: Provide comprehensive administrative support to the Children's Services department, including managing calendars, scheduling meetings, preparing correspondence, and maintaining departmental records and files.
  • Communication and Correspondence: Facilitate effective communication within the department and with external stakeholders. Draft, proofread, and edit various documents such as reports, memos, and presentations. Respond to inquiries and provide information to staff, clients, and the public.
  • Data Management: Maintain accurate and up-to-date records, databases, and spreadsheets related to children's services. Compile, analyze, and summarize data for reports, presentations, and decision-making purposes.
  • Document Management: Ensure proper handling, organization, and storage of confidential documents, including child records, legal documents, and sensitive information. Follow established protocols and guidelines for document retention and disposal.
  • Event and Meeting Coordination: Assist in the coordination of meetings, workshops, and events by scheduling venues, sending invitations, preparing materials, and arranging necessary resources. Take meeting minutes and distribute them to relevant stakeholders.
  • Financial Administration: Assist with budget monitoring and expenditure tracking for the Children's Services department. Process invoices, purchase orders, and expense reports accurately and in a timely manner.
  • Collaboration and Teamwork: Collaborate with department staff, external agencies, and community partners to facilitate effective service delivery and support the achievement of program goals. Foster positive working relationships and maintain a professional demeanor.
  • Policy and Procedure Compliance: Adhere to all relevant policies, procedures, regulations, and legal requirements related to children's services. Stay informed about changes and updates in the field and ensure compliance within the department.

Qualifications:

  • High school diploma or equivalent; additional certifications or coursework in office administration or related fields is a plus.
  • Proven experience as an administrative assistant, preferably in a children's services or social services environment.
  • Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Excellent organizational and time management skills, with the ability to prioritize tasks and work efficiently in a fast-paced environment.
  • Exceptional attention to detail and accuracy in data entry, document preparation, and record keeping.
  • Excellent verbal and written communication skills, including the ability to communicate effectively with diverse populations and handle sensitive information with confidentiality.
  • Strong interpersonal skills and the ability to work collaboratively in a team setting.
  • Knowledge of child welfare policies, regulations, and procedures is desirable.
  • Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
  • Ability to start right away!


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