Administrative Assistant

About this position

Job Title:         Administrative Assistant

Salary Range:  $39,592.88 - $44,798.38 (35hrs/wk./FTE 1.0) 

Competition#: 2023-17

Start Date:       June 2023 (Full-Time Permanent Position)

Location:         2010 Eglinton Avenue West, Toronto ON and 1541 Jane Street

Yorktown Family Services is a community-based non-profit social services agency dedicated to providing effective, accessible, quality mental health treatment, prevention and out-reach services to children, youth women and families in the former City of York. We are uniquely organized to deliver services through two independent but integrated organizations: Infant, Child, and Youth Mental Health & West Toronto Youth Hub - a Children’s mental health centre, and Violence Against Women Services - a Shelter for women and their children who are fleeing an abusive relationship.

We are currently seeking an Administrative Assistant to provide administrative support to Yorktown staff members.

Responsibilities:

• Provide administrative support such as reception support including answering phones, welcoming clients and visitors and ensure they receive appropriate service
• Type correspondence and reports as required, responsible for outgoing mail and courier shipments
• Send, receive, sort and distribute incoming faxes, responsible for occasional mass mail-outs
• Maintenance of office machines i.e. postage meter, fax machine, photocopying machines and printers including coordination of repairs
• Distribute internal correspondence and monitor office inventory, order and receive stationery orders, and maintain meeting room schedules
• Document and distribute clients bus tickets, taxi chits and gift certificates
• Maintain office premises including contacting janitorial and emergency maintenance contractors
• Photocopy, file and prepare data for mail merges
• Maintain and distribute organizational charts, Agency staff listings and email listings
• Creating and/or updating program calendars and flyers ensuring standardization and AODA compliance
• Creating surveys and providing evaluation reports in Survey Monkey
• Preparation and distribution of schedules such as manager on call, evening buddy on call, kitchen duty
• Other duties as required
• Provide assistance to the Development and Communications Department
• Support the Clinical team (CYSIS uploading of data)
• Support the fundraising activities of the Agency, including support for the Annual General Meeting, special events etc.

Qualifications:

• Basic knowledge of Microsoft Office Suite and the Internet
• Excellent and accurate Data Entry skills
• Team Player
• Able to multi task in a fast-paced environment
• Vulnerable Sector Screening will be required
• Experience using Canva or similar graphics tools

Reports to: The Executive Administrative Assistant

Yorktown Family Services is an equal opportunity employer, committed to diversity.

Please submit your resume and cover letter by June 13, 2023.  Please quote “Competition 2023-17 and Job title in the subject line.

Yorktown values the diversity of people and communities and is committed to equity and inclusion.  As an equal opportunity employer, we encourage applications from qualified candidates who reflect the diversity of our communities.

Yorktown Family Services welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants for their interest; however, only those considered for an interview will be contacted.