Administrative Assistant_FT-Contract
LOFT Community ServicesDATE: March 13, 2025
LOCATION: Barrie, ON – Back to Home Barrie / Penetanguishene
COMPENSATION: $48,941 – 58,154 annually prorated
CONTRACT DURATION: 12 Months Contract
LOFT Community Services is a unique and dynamic charitable organization that supports people living with complicated issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving approximately 19,633 annually and providing 1,861 units of supportive housing last year, LOFT is one of Ontario’s largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice™ Award (NEOC) recipient.
To help fulfill its mission, LOFT is hiring a Full Time Contract Administrative Assistant.
Job Summary
The Administrative Assistant renders a range of services pertaining to the coordination and operation of the administrative, financial and bookkeeping functions of the program. General clerical coordination includes typing, filing, photocopying, stationary control, and receptionist duties. Financial and bookkeeping duties include maintaining program petty cash, client’s monies in trust, and payroll duties for the Program. In addition, the Administrative Assistant ensures that the established accounting requirements and practices are implemented in accordance with LOFT Community Services policies and procedures. This position requires an individual to have highly developed computer and bookkeeping skills, the ability to follow through independently on assigned projects, have a good understanding of social services especially in regards to older adults and seniors with special needs, display a high degree of organizational skills along with a high level of maturity, tact and the ability to relate effectively to people at all levels. This position also has a high degree of interaction with clients.
Back to Home Penetanguishene LOFT provides a compassionate and comprehensive assisted living solution for older adults grappling with complex mental and physical health challenges, including substance use, homelessness, dementia, and other neurological disorders. Our services cater to seniors aged 55 and above who require permanent subsidized housing with specialized assistance. Eligibility includes those designated as Alternative Level of Care (ALC) or at risk of being designated, and who need around-the-clock support to remain safely at home. Referrals are managed through Centralized Intake, with sources typically being hospitals in the North Simcoe Muskoka (NSM) region. Once referred, potential residents undergo an intake process by LOFT, which includes a facility tour and acceptance of the housing offer. Our facility possesses 27 beds, comprising 24 permanent and 3 transitional options, offering both private and shared accommodations. Additionally, we provide Hub and Spoke services, which are community-based support designed for those who, while able to live at home, need ongoing care with personal supports available 24/7. This system is supported through our existing Assisted Living buildings, ensuring that clients receive crucial support while remaining in their own homes. For those under 55 requiring significant assistance with activities of daily living (ADLs), we consider cases on an individual basis, ensuring that every resident’s unique needs are met with tailored care.
What You Will Do
- Reception
- Answer the telephone and provide appropriate information to callers.
- Direct calls to the appropriate personnel.
- Greet all visitors and provide them with appropriate information as to their needs and requests.
- Secretarial
- Type correspondence, reports, schedules and other materials for the Director, supervisory and other staff, if required.
- Open and distribute all incoming mail in a timely fashion.
- Preparation and upkeep of all program records (i.e. Correspondence, files, filing system etc.) in an organized and up-to-date fashion.
- Ensure that all office equipment is in good order and properly maintained.
- Maintain stationary supply levels and place orders accordingly.
- In liaison with the Director, ensure inventory of form letters, general forms, program information, manuals and mailing lists are maintained.
- Financial/Bookkeeping
- Prepare and disburse petty cash; monitors all receipts and allocates to the appropriate accounts. Supervision of the petty cash and Monies in Trust cash boxes on a daily basis.
- Coordinate and complete all banking functions pertaining to the program as required.
- Receive and check that supplier invoices are legitimate and forwarded to the appropriate staff personnel for authorization. Once authorization is received, forward to LOFT Community Services in a timely fashion to meet specific discount periods and accounting deadlines. Maintains invoice/warranty files for purchases, where applicable.
- Complete all required accounting documentation in a timely fashion and forward to the Program Director and LOFT Community Services Financial Services.
- Responsible for rent collection, submission, reconciliation (tracking arrears and creating payment plans), bank deposits, rent calculations (RGI) and preparing leases.
- Work with Tenant
- Provide social/emotional support to tenants, as required.
- Assist with social/recreational programs for tenants, as required.
- Assist and deal with the day-to-day questions and general concerns/needs of the tenants.
- Assist with completing Work Orders for clients and staff.
- Report any situation, which could be of a serious nature regarding the Program and /or the tenants to the Director and/or their delegate.
- Follow all Fire Procedures and assist in any emergency situation, as needed.
- Other responsibilities as delegated by the Director or their delegate which pertain to the administrative and bookkeeping functions of the Program
What You Bring:
Must Haves
- Completion of a degree/diploma from a recognized post-secondary institution or equivalent with training in a field which is relevant to the position;
- Knowledge of the work of a social service organization;
- Senior administrative support experience (filing, bookkeeping, payroll, office procedures)
- Maturity of judgment with excellent verbal and written communication skills;
- Ability to maintain confidentiality with tenant information and other senior level communication with professionalism and tact;
- Ability to interact with older adults and seniors who have special needs (mental illness, addictions, and physical/health challenges) in a caring and compassionate manner;
- Demonstrated administrative support skills, high words per minute, and accuracy, knowledge of modern office equipment and computer technology including Word and Excel;
- Demonstrated financial accounting skills;
- Ability to work effectively in a team oriented environment;
- Ability to meet deadlines, which may require flexibility in work schedule;
- Well-developed telephone and interpersonal skills;
Nice-to-Haves
- Knowledge of Ontario Residential Tenancies Act is beneficial
Work Environment:
Since the workplace involves working in resident/tenant member’s own homes, staff may be subjected to second hand smoke while performing their job duties
What We Offer:
- E-learning program available all year round
- Starting vacation time above minimum standard,
- Additional paid personal and paid sick days
- Professional development budget available to help you nurture and shape your career
- Corporate Gym membership rate with GoodLife Fitness
- Access to Perkopolis, a comprehensive corporate discount program
- Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion
Our Commitment to Diversity and Inclusion
LOFT Community Services is a values-driven organization with a deep belief that each person has the ability to grow and change. We value compassion, collaboration, and community delivered with dignity, innovation, and excellence. LOFT’s vision is that together, we can all live successfully in our community. Our client population reflects Ontario’s diverse community and it is LOFT’s goal to build a workforce who also reflects that diversity. LOFT believes there are many ways to develop skills and build experience and expertise. So even if you don’t “tick all the boxes” but think you’d thrive in this role, you are encouraged to apply.
Note: A satisfactory vulnerable sector check (VSC) is also required.
CLOSING DATE: March 27, 2025