Supervisor / Administrative Assistant

Job Description:

Inclusions East Inc. is hiring a Permanent Supervisor/Administrative Assistant to join our team!

The purpose of the Supervisor/Administrative Assistant is to provide the necessary support to management of Residential Services to operate more effectively and efficient.

Major Accountabilities:

• Create and maintain master inventory and tracking of office supplies, other purchases
• Perform office procedures, business and family communications, staff communication as it pertains to Residential Services
• Minutes at staff meetings and other meetings as requested by Residential Co-Ordinator, Executive Director.
• Be backup for Scheduling Officer to create and maintain master schedules for staff with deadlines, ensuring coverage for absences  To provide master schedule to Finance Officer ensuring it concurs with Time Tracking Tool.  To provide rotation schedule for On-Call duties
• Provide administrative support for Residential Co-Ordinator, Supervisors and Executive Director.
• Create various reports for Residential Services
• Assume other responsibilities as assigned by the Residential Co-Ordinator, Executive Director.

Client Provision:

Responsible for the day-to-day client operations of supports and services.  This includes:

• Supporting existing/new clients with appropriate services available to meet their needs
• Maintaining all client files: medication, communication, programming notes, etc.
• Implement procedures regarding client needs and expenditures, accountability for banking, filing, etc.
• Ensuring key staff are involved in planning for clients such as awareness of person-centered planning, appearance, needs such as clothing, etc.
• Determine all required placement requirements and assist all participants to exchange all information appropriately.

Other Duties:

• Monitoring TTT for staff log ins and leave requests
• Monitoring Working Alone Procedures as part of on-call
• Arranging all aspects of client appointments
• Arranging all aspects of Special Olympics participation
• Monitoring medication forms including changes, alerting of errors, etc.
• Monitor key-staff activities of program planning and shopping (personal, special occasion)
• Plan and monitor summer vacation activities
• Providing on-call support when required
• Monitoring grocery purchases, ensuring careful observance for a balanced diet and meeting special dietary requirements
• Monitoring client funds, petty cash; preparing requests for additional funds when required
• Monitor communication books
• Replenish house administration supplies
• Alert Residential Co-Ordinator and seek approval for needed repairs with appropriate source
• Forward appropriate receipts (clearly marked) to Finance Office
• Ability to collaborate amongst Supervisors and other connected colleagues to plan and implement various programming.

Practices:

• Performance of month-end tasks (such as alarm checks, fire extinguishers, call-in sheets, etc)
• To maintain positive, supportive, and professional communications with co-workers, families, other professionals, and the community.  This includes attending and participating in case conferences (internal or external) and family meetings
• To assess the changing needs of individuals and implement appropriate planning and support to meet individual requirements/needs.
• Provide direction and performance feedback to staff
• Ensure honest, open, timely and accurate communication at all times and ensure all team members are kept up to date with relevant information
• The ability to apply knowledge, experience and commitment in the areas of equity, cross cultural understanding, human rights and diversity.
• The ability to administer the terms and conditions of all policies which affect clients and their key staff

Requirements:

• Diploma/Degree in either Human Services, or other education within the Humanities spectrum
• Ability to effectively use computer software including Microsoft Outlook, Word, Excel, etc
• Excellent organizational and time-management skills
• Act as a reliable and supportive team member
• Excellent communications and interpersonal skills
• Strong abilities to solve problems and conflict resolution.
• Self-motivated and directed
• Able to work independently or as part of a multi-service team

We would like to thank you for taking the time to apply to our position, however only those chosen for an interview will be contacted.

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