Jobs

Administrative Assistant/Clerical Support

2 Carlton Street, Toronto, ON, Canada
The Advocacy Centre for the Elderly is a legal aid clinic serving low-income seniors.
We have immediate openings for casual part-time or full-time staff to provide administrative and clerical support with:

  • Telephone reception
  • Photocopying
  • Document scanning and storage
  • Mail
  • Other general office duties
Full or part-time hours are available until March 31, 2020, with the possibility of renewal thereafter.
The Advocacy Centre for the Elderly is an equal opportunity employer.

Find this posting on Charity Village at https://charityvillage.com/app/job-listings/83f3c5fc-120b-ea11-80dc-14187768272a?search=true



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Administrative Assistant

Toronto, ON, Canada - BIC #41-19
Family Service Toronto (FST) helps people face a wide variety of life challenges.  For over 100 years, we have worked with individuals and families destabilized by precarious mental health and/or socioeconomic circumstances, to achieve greater resilience and stability in more just and supportive communities. We achieve this through our direct service work of intervention and prevention which includes counselling, peer support and education; knowledge building; and system-level work including social action, advocacy, community-building and working with partners to strengthen the sector.

Reporting to the Passport Manager, Building Inclusive Communities (BIC), the Administrative Assistant, Building Inclusive Communities is the first point of contact for all clients, suppliers and visitors when they contact Family Service Toronto’s Developmental Service teams (Options, Person-Directed Planning, Passport, PassportONE and Operations), either by phone or in person. Working closely with the Passport Manager and other Administrative Assistants this role will maintain a professional office environment and will ensure that office administrative processes function smoothly. We are committed to developing a service team that reflects the diversity of the population who live and work in the City of Toronto.

  • One to two years community college or a combination of education and experience in a relevant field
  • One to three years of experience in reception and administrative functions
  • Demonstrated skill in a customer service role
  • Ability to sensitively and professionally respond to the needs of clients who are first time callers, are calling in crisis, are repeat callers, etc. and the ability to maintain client and organizational confidentiality
  • Initiative and ability to manage competing demands and set priorities
  • Good verbal and written communication skills
  • Proficient computer skills (e.g., skills using Microsoft Word, Excel, PowerPoint Outlook, Access and CRM)
  • Accurate, 60 wpm typing skills
  • Tact, diplomacy and flexibility in dealing with people in a variety of roles
  • Ability to work as part of a team in a diverse environment
  • Ability to work in and contribute to an environment which respects the human rights, dignity and worth of all individuals
  • Ability to work accurately with strong attention to detail in an environment with many potential interruptions
  • Demonstrated commitment to principles of social justice, equity, inclusion, cultural competency
  • Ability to work flexible hours (e.g., one evening per week)
  • Familiarity with smartphone functionality and ability to troubleshoot issues
  • Familiarity with the functionality of various types of hardware, including phones, desktop/laptop computers, printer/photocopiers and shredders
  • Experience creating training presentations and user manuals
  • Criminal reference check with vulnerable sector check within last 12 months
In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and FST’s Equity and Inclusion policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
We thank all applicants and will contact the individuals selected for an interview. 
No phone calls please.
  • Responsible for greeting, welcoming and directing all visitors and callers in a professional, respectful, effective and courteous manner, both in English and in French
  • Responds to distressed clients, provides reassurance and informs them of options for assistance and/or involves the program duty day staff person or a manager
  • Ensures client and FST confidentiality is maintained
  • Creates and updates client records in electronic client databases
  • Records team meeting minutes
  • Types and edits prepared letters, reports, case summaries, memos, etc., as required
  • Provides training and technical support for team’s use of Docushare and electronic client databases
  • Provides training and technical support for phones, desktop/laptop, printer/photocopiers and shredders; including the coordination of technicians as necessary
  • Monitors and coordinates technical support for Capturemail/fax invoice
  • Assists in monitoring data quality in electronic client databases in collaboration with the Passport Manager
  • Downloads Passport applications from DSCIS and uploads to DocuShare
  • Updates mapping scores and other required information in database and assists in checking consistency of entries
  • Prepare letters for waitlisted and funded clients
  • Assists with the development of monthly and quarterly MCSS reports
  • Coordinates the online storage process, including: the provision of training and support to temp staff who scan documents; Excel formatting to create file name library; verification of file library on Docushare
  • Coordinates health and safety repairs, adjusts workstations, and sources ‘parts’ as needed
  • Performs electronic client databases testing to support software development.
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Administrative Assistant

Scarborough, Toronto, ON, Canada - ESE0280
The Administrative Assistant position is key to the success of the Essential Skills for Employment (ESE) program as you will be providing administrative and organizational support to the ESE Manager and team. The position will support record keeping, financial management, health and safety compliance, and assist in outreach and client servicing. Previous experience showcasing strong organizational and communication skills necessary.

ABOUT YWCA ESSENTIAL SKILLS FOR EMPLOYMENT PROGRAM

The Essential Skills for Employment project is a national four-year initiative designed to improve the awareness of adult learning, literacy, and essential skills among partners, stakeholders and employers, as well at the application and integration of literacy and essential skills into their programs and activities. The project is currently in its third phase, and aims to build on the promising practices and lessons learned that emerged from YWCA Toronto’s 2010 Essential Skills for Employment project, and the 2019 YWCA Building Sustainable Futures project. This project aims to expand its reach within the Collaborator communities through various knowledge exchange initiatives, in order to build capacity among Collaborators, partners, employers, and other stakeholders who are supporting vulnerable communities to gain access and engage in the workforce.

HOW TO APPLY
Please submit your cover letter and résumé to: Pallak Arora, Manager of Essential Skills for Employment program at Esejobs@ywcatoronto.org.
Please quote JOB ID number ESE0280 and your name in the subject line.



  • In-depth knowledge of an academic or technical discipline normally acquired through completion of a community college diploma (e.g. business administration, commerce or related field) (Cases for Equivalency will be considered);
  • Demonstrated knowledge and experience in general accounting required;
  • 3-5 years directly related work experience;
  • Advanced computer skills in Windows, Excel, Internet, and database applications;
  • Operates in an environment that has minimal supervision, requires flexibility, adaptability and problem solving skills;
  • Knowledge of youth, women’s services, settlement, adaptation and employment programs required;
  • Demonstrated ability to work under pressure;
  • Ability to work within an anti-oppression and feminist framework;
  • Ability to maintain a positive approach and a professional manner at all times;
  • Experience working within a multicultural environment;
  • Knowledge of and ability to trouble shoot computer hardware network connections;
  • Superior customer service, verbal and written communication skills;
  • Very strong organizational skills and detail-oriented;
  • Marketing experience and knowledge of another language are an asset.
Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is within the Bargaining Unit. For internal applicants, this position is not secondable.
YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women of all races, ethnic origins, religions, abilities and sexual orientations.
YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.
YWCA Toronto is a Scent-Sensitive Workplace.
Posting Date: November 21, 2019

  • Answers, screens and directs calls from the switchboard and replies to Essential Skills for Employment Programs e-mail and telephone enquiries;
  • Assists visitors and participants with inquiries regarding Essential Skills for Employment Program and other programs within the same location;
  • Assists in preparing refreshments for meetings when required and ensures training rooms meet professional standards;
  • Ensures that office and program supplies for the Essential Skills for Employment Program staff team are available;
  • Provides administrative and organizational support to the Manager, and staff team;
  • Acts as a contact for all vendors and consults with the Manager for decision making;
  • Responsible for program records management, which includes maintaining filing systems, developing procedures and criteria for archiving and disposal;
  • Provides support to ensure timely, accurate and complete data collection and entry and maintain capital inventory for program;
  • Prepares quarterly claims and prepares periodic reviews of the budget status for YWCA and for the funder – ESDC;
  • Assists with preparing and monitoring the budget in consultation with the Manager;
  • Checks monthly printouts from the Finance Department and brings discrepancies to the attention of the Managers and Finance department and generates journal entries for corrections;
  • Assists Manager with the preparation of financial statements for quarterly review, year-end reports and program budget proposals and financial and narrative reports to the funder;
  • Tabulates statistics and prepares computerized monthly/quarterly/annual program summaries.
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