Program Assistant

This position provides administrative support to the teams of the Metis Family Services programs. The Program Assistant will provide support to professional staff in the assigned team serving children and families. This position has a primary focus on providing day-to-day program support within the social services office. This position reports to the Office Manager and receives supervised program guidance and requests from delegated staff, including the CEO, directors, team leaders, and social workers.

This position requires strong administrative skills and knowledge to provide program support in delegated programs such as child protection, guardianship, resources, adoption, and/or non-delegated programs such as family strengthening, early years, and other preventive programs. This position provides support to either one program or a broad number of programs. This position is a point of contact for program(s) and there is a requirement for a greater knowledge of how the social services office relates outside of the Agency, with MCFD, service providers, community organizations, and other public service organizations
Reports to  :
Office Manager
Key

Duties & Responsibilities:

To provide program support, general administrative, records management, and clerical support to agency programs, working directly for professional staff on program responsibilities.
Records Management  :
Manages physical and electronic files according to standards and practices e.g. set-up, open, maintain and close files; prepares files for off-setting for Government storage offsite.
Pulls file information as requested; receives transferred files from MCFD and other delegated agencies, reviews and opens new volumes, if needed, generates prior contact check reports; transfers files to MCFD and other delegated agencies.
Searches information system for client’s previous/current ministry involvement and updates electronic data base.
Ensures all relevant documentation has been completed, printed, and filed accordingly.
Checks, prints, and distributes after hours memo throughout the day, as needed.
Prepares and sends file disclosures for the lawyers and other regulatory agencies.
Assists in corresponding with Social Workers and other professionals in different MCFD offices and other agencies regarding court documents, services, etc.
Assists in completing and serving court documents as per professional staff’s direction (i.e. “serving” means “hand to” on agency premises).
Transcribes, updates or edits reports, as needed.
Records and type team meeting minutes; arranges out-of-office meetings and bookings for presentations, seminars, catering etc. for team: types and proof-reads confidential material, including letters, memos, and various reports;
Reviews incoming and outgoing correspondence as required for screening/for further action.
Processes a variety of documents and/or contracts (i.e., purchase documents, taxi orders, applying for medical coverage for child services files, updating medical forms).
Attends to shared photocopiers’ needs e.g. ink ordering and replacement, repairs, maintenance scheduling.
Helps in coordinating and setting up for various events.
Order office supplies as well as clients’ supplies e.g. bus passes/tickets, as needed.
Pick up grocery/food items for the Agency’s daily use or as needed.
Provides general administrative and clerical support to the office, as required.
Performs other related duties, as required
Qualifications,

Education and Experience:

Grade 12 graduation or equivalent (GED) Grade 12 graduation or equivalent (GED) plus completion of a program with up to a one (1) year certification in Business or Administration or the equivalent of education and experience.
A certificate/diploma in Business Administration and/or Public Administration.
Administrative experience working with vulnerable children and families in a human and/or social services setting
One year of administrative support experience in an office environment.
Six months experience working in a technological environment using various computer applications and data bases. (For example:
Microsoft Office applications (Word Excel, Outlook, Teams for word…