Records Assistant Jobs

• Please visit www.binnoojiiyay.ca/careers to complete the required Application Form to submit along with your resume**

PURPOSE OF THE POSITION

Reporting to the Records Information Manager, the Records Assistant is primarily responsible for fulfilling the duties associated with Records Information Management and Disclosure, while also fulfilling the duties associated with Disclosure Team Administrative Assistant and Reception.

Responsibilities

Records Assistant:

• Coordinates Child Abuse Review Team meetings and records minutes of each meeting
• Responsible for sending all completed Disclosures and Requests for Personal Information to the requester
• Responsible for searching CPIN for any historical Child Welfare records pertaining to new employee candidates, student placement candidates, and volunteer candidates
• Responsible for all aspects of the administrative process for all privacy breaches including CPIN opening, closings, letters to clients who have experienced a breach
• Coordinates Clinical Consultation meeting chaired by the Records Information Manager and records minutes of each meeting
• Prepares records for Records Information Manager review of historical records for potential employees/students/volunteers
• Provide general administrative support to the Disclosure team
• Responsible for record check openings and closings in CPIN
• Tracks the receipt of required documents from clients requesting access to their personal information

Administrative

• Monitor multiple email accounts, including complaints/service issues and Privacy Designate.
• Prepare, update, edit and proofread correspondence, requisitions, invoices, presentations, brochures, publications, budget spreadsheets, policies, reports and related material from electronic documents, and handwritten copy.
• Creation, editing and photocopying of brochures for distribution.
• Assist with establishing and maintaining computerized and manual filing systems and trackers as required.
• Ensure administrative systems are functioning effectively and efficiently.
• Ensure the effective implementation of other duties and special projects as determined by the Records Information Manager.
• Maintain historical documents.
• Support a centralized and digitized document/record keeping system.
• Coordinate, organize and confirm meetings, conferences, training sessions, travel arrangements, special events, as required.
• Liaise with other service providers as deemed appropriate.
• Assist with the collation and maintenance of monthly and quarterly statistical reports, quarterly financial reports, budget submissions and year-end reports.

Reception

• Maintains employee/client sign in system.
• Maintain the voicemail system and coordinate incoming and outgoing mail and facsimiles (fax).
• Maintain an inventory of all office equipment, furnishings, and supplies.
• Assist in the preparation of meetings as required.
• Welcome visitors, answer incoming calls and address needs in a professional, friendly, and courteous manner.
• Maintain a log of all cell phones and other equipment loaned out by the agency.
• Maintain and reorder information pamphlets as needed.
• Order office supplies and call for service on office equipment as needed.
• Keep reception and meeting areas neat and tidy at all times.
• Creation of documents, emails and other administrative duties associated with a reception role (i.e., photocopying, faxing, memorandums, reports, etc.) as required.
• Sign for courier deliveries and arranges for courier pickup.
• Filing, collating, and scanning documents, reports and files as requested.

Other Duties

• Performs other duties as assigned.

Position Requirements

Education and Experience Requirements:

• College diploma in Business Administration or related field OR minimum Grade 12 education with a minimum of two-three (2-3) years administrative experience within a similar role.
• Experience working within Child Welfare and/or Indigenous Child-Wellbeing setting would be considered an asset.

Knowledge Requirements

• Have knowledge of standard office procedures.
• Thorough knowledge of Indigenous culture and values including awareness of the First Nation, Inuit, and Métis Communities we service.
• A solid understanding of and sensitivity to the experiences of First Nations and Indigenous peoples in Canada, and the impact of the legacy of Residential Schools and the Sixties Scoop upon them is essential.

Ability Requirements

• Working knowledge of a multi-line phone system, office equipment (i.e., fax, photocopiers, shredder, scanners etc.).
• Extensive proficiency using computers and standard computer software programs (e.g., Excel, Word, Outlook, Publisher, PowerPoint, etc.).
• Strong organizational skills with attention to detail and accuracy.
• Relate effectively and in a trustworthy manner to all staff, visitors and community members.
• Communicate effectively with our children, youth, families, communities, and staff.
• Work cooperatively and collaboratively with all agency staff.

Mandatory Requirements

• Provide an acceptable Canadian Police Information Centre Check (CPIC) and Vulnerable Sector Screening (VSS).
• Must be willing to work flexible hours including weekends, evenings and holidays as required.
• Able to provide a safe vehicle for use on the job, an acceptable Driver’s Abstract, evidence of a valid Ontario Driver’s License and of Personal Liability & Property Damage insurance coverage for at least $2,000,000.00.

Accountabilities

The employee is required to have a good working knowledge of all laws, rules, regulations, policies, and procedures, as well as the Regional Protocol which impact on the employee's specific responsibilities. We undertake to make decisions, as required, which are consistent with these and then to act in a manner which provides quality services to children, youth, families, and communities.

WORKING CONDITIONS

• Travel within the catchment area will be required.
• You will be provided a working location within your region by the Organization.

STARTING SALARY RANGE

• $47,816.46 - $56,962.84; depending on qualifications and experience.

TO APPLY

• Application for Employment (available at www.binnoojiiyag.ca)
• Resume (include 3 supervisor references)
• Incomplete Applications will not be considered.
• Please indicate preferred location in your application
• Only those selected will be contacted for an interview.
• Please email the following to [email protected]
• As an Indigenous Child Wellbeing Agency, we give priority to applicants who identify as First Nations, Inuit, Métis, and those with close affiliations.

About Dnaagdawenmag Binnoojiiyag Child & Family Services

Dnaagdawenmag Binnoojiiyag (Nog-dah-wen-mawg) (Bin-ooh-zhee-yug) Dnaagdawenmag Binnoojiiyag Child & Family Services is a multi-service Indigenous Child Well-Being Agency. We provide a stable foundation for children, youth, and families, through wraparound services that are culturally based and family-focused. We seek to support our families in the way they deserve, with care and authenticity, and by recognizing and respecting spirit. We form a wholistic, inclusive, and nonjudgmental circle of care. We seek to honour and support those we serve, with a constant commitment to growing our base of knowledge and expertise. Passionate about helping our communities and making them better, healthier places, we are committed to being open, honest, communicative partners with our communities and Nations. With awareness and knowledge of structures of power and history, we approach families as equals, to help them find their place and identity. We advocate for those who do not have a voice, acting with leadership and integrity. Dnaagdawenmag Binnoojiiyag was the vision of grassroots First Nations prevention staff over twenty years ago, they continue the work today and act as an advisory to our Board. We obtained our mandate to seek Designation and to provide child protection services in our jurisdiction from our member Chiefs and Councils. We are an agency that delivers culturally-intelligent services to our partner First Nation communities in Ontario. With our team of dedicated staff, we work with children, youth, and families as early as possible to help them navigate various obstacles and access services available to them. We offer services such as Child & Youth Mental Health and Addictions, Youth Justice, Youth in Transition, Child Welfare, and Alternative Care.