Community Living Kingston and District (CLKD) is a progressive organization employing over 300 staff members who provide support to nearly seven hundred people with intellectual disabilities in the Kingston, Frontenac, Lennox & Addington, and Leeds-Grenville region.  Our organization is widely respected throughout Ontario as a leader in developmental services with a long and proud history of developing inclusive programs and services.  We take great pride in our culture of excellence illustrated by our accreditation with Commission on Accreditation of Rehabilitation Facilities (CARF) International, coupled with our positive work environment and excellent labour relations with our partners from Canadian Union of Public Employees (CUPE).

CLKD is seeking a candidate for the dynamic position of Administrative Assistant.  This is a permanent full-time position that falls outside of the organization’s bargaining unit and reports to the Manager, Human Resources.

Overview of Duties and Responsibilities:

Initially, the successful candidate will primarily be responsible for:

• Providing general administrative support to various members of management and administration including human resources, finance, training, quality improvement, health and safety, marketing, board of directors, French language services, etc.;

• Updating Human Resources Information System (DayForce), Learning Management System (Surge), Electronic Client Records System (Nucleus), and other software systems as well as preparing and running reports from those systems;
• Providing assistance with verifying, maintaining and organizing human resources-related information as well as identifying and documenting processes, conducting research, etc.;
• Maintaining and auditing files to ensure they are current, complete, and accurate, following up to obtain additional information / documentation as needed, ensuring receipt of appropriate supporting documentation and authorization;

• Maintaining, monitoring, posting, and reporting on CLKD social media accounts / presence and website, generic email and voicemail;
• Working collaboratively with internal and external parties to organize and prepare information / materials, support workflow (e.g. schedule meetings, book and prepare meeting rooms, coordinate IT set up for meetings, take meeting minutes, draft correspondence, etc.), order supplies / services, etc.;

• Facilitating delivery and inventory activities, ensuring shipments are received and distributed efficiently, while coordinating with internal departments (e.g. receive Personal Protective Equipment shipments, prepare couriers, support routine inventory monitoring and equipment rotations);
• Providing reception and appropriate support to visitors (by phone, email, in person, etc.), including serving as a point of French Language Service contact for individuals inquiring about CLKD services;
• Maintaining a professional, organized and welcoming office environment, including preparing shared areas and completing basic opening/closing routines;
• Ensuring all activities within span of control and influence operate in accordance with legislative requirements and conform to best practice standards, CLKD policy, accreditation standards and our Collective Agreement;
• Completing all other duties as assigned.  Note that these duties and responsibilities are subject to change, particularly given that this is a new position that will evolve over time;
• Note: Some travel within the Kingston area may be required.

Preferred Skills and Qualifications:

• A demonstrated understanding of the goals and mission of the community living movement;
• A post-secondary degree / diploma in Business Administration, with at least two years related experience in human / developmental services would be a strong asset, or a relevant combination of education and experience may be considered, preferably in a unionized work environment;
• Experience in a service-focused position with a wide range of responsibilities demonstrating a high level of professionalism, integrity, confidentiality, sound judgement, adaptability, collaboration and multi-tasking is a requirement;
• Proven ability to show initiative, maintain professionalism, composure and tact under pressure and work to tight deadlines while resolving conflicts;
• Excellent organizational, time management, interpersonal and communication skills;
• Strong analytical skills, accuracy, attention to detail and ability to prioritize tasks;
• Proficiency with technology, including ability to quickly learn new software, especially for data entry, basic analysis, design of promotional materials, reporting, and reconciliation purposes, including experience with:
• Word processor, spreadsheet, design software, email, and other software (ideally Microsoft Office suite and Adobe software, especially for fillable forms);
• Human Resources Information Systems (HRIS) (ideally DayForce);
• Learning Management Systems (ideally Surge);
• Supporting the organization’s social media accounts (e.g. Facebook, LinkedIn, etc.), websites, generic email addresses and generic voicemail (ideally including experience with Canva to develop marketing related materials);
• Demonstrated core competencies in the following areas: advocacy, problem solving & decision making, facilitating growth & development, valuing equity, diversity & inclusion, strategic thinking, championing change & innovation, building relationships, inclusive leadership, resilience, and resource management;
• Fluency in French (especially conversational) would be considered a very strong asset;
• A clear criminal record check with vulnerable sector screening;
• Valid Ontario driver’s license and ability to use personal vehicle.

Hours of Work:

Note that this position is intended to work 40 hours per week.  The Administrative Assistant responsibilities would generally be scheduled during Monday to Friday 8:30am to 4:30pm although some holiday, evening and / or weekend work will be required.

Start Date:  As soon as possible

Community Living Kingston and District offers a very competitive salary and benefits package.  Cover letters and resumes for this position will be accepted until the position has been filled and should be directed to:

Paul Eves, CHRP, CHRL, Director of Human Resources

careers@clkingston.ca

CLKD thanks all who apply however only those candidates selected for an interview shall receive a response.

CLKD is committed to providing accessible employment practices that comply with the Ontarians with Disabilities Act (AODA).  If you require accommodation for disability during any stage of the recruitment process, please notify accordingly.  CLKD is also committed to equity in its policies, practices, and programs, supports diversity in its work environment, and ensures that applications for members of underrepresented groups are seriously considered.  All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.