Administrative Staff

Overview

Family & Children’s Services of Renfrew County is a multi-service agency committed to providing
preventative, protective and socially inclusive services and programming that empower and
strengthen everyone. We are focused on cultivating a team-oriented work environment where
everyone thrives. Our goal is to develop and strengthen collaborative partnerships to increase
availability, accessibility and quality of care to our communities. Our agency commitments
include: moving forward Anti-Oppressive Practice, French Language Services and working
alongside Indigenous Communities.
POSITION SUMMARY:
This position provides comprehensive administrative support to assigned Child Welfare and
Developmental Services teams, including workers, supervisors, committees, and reception. The
Administrative staff is responsible for preparing and managing documentation, uploading
information directly into the client information system, supporting team and committee
meetings, drafting and sending client correspondence, and communicating with service users as
required. The position contributes significantly to service effectiveness by ensuring accurate
records, timely communication, organized file management, and a professional first point of
contact for clients and community members.
DUTIES PERFORMED BY AN ADMINISTRATIVE ASSISTANT ON A REGULAR BASIS:
• Prepare, process, and distribute agency correspondence, letters, forms, and case
documentation according to agency standards.
• Upload, enter, and organize information in the client information system on behalf of
assigned staff, ensuring accuracy, completeness, and compliance with documentation
requirements.
• Draft, review, edit, and format outgoing letters and documentation for service users,
including appointment notices, case updates, and other client correspondence, ensuring
professionalism and clarity.
• Send letters and related documentation to service users through the appropriate
channels (mail, electronic delivery, internal courier, etc.).
• Conduct telephone calls with service users as assigned, such as completing surveys,
confirming or cancelling appointments, providing follow-up information, or carrying out
other communication needs on behalf of assigned staff.
• Complete file creation, organization, and maintenance for assigned teams, ensuring
documentation is accurate and up to date.
• Retrieve physical files, deliver them to assigned staff, and return them to their
appropriate storage locations in a timely, organized, and secure manner.
• Maintain electronic and paper records, ensuring data integrity and compliance with
agency and Ministry requirements, including assisting staff in identifying and correcting
data entry or system errors that may impact reporting accuracy.
• Provide meeting and committee support by preparing agendas, taking minutes, recording
and tracking action items, preparing materials, coordinating logistics, and maintaining
records for team meetings, case conferences, and agency committees.
• Generate audit reports, gather data, and participate in quality assurance tasks to support
compliance monitoring.
• Provide basic technical assistance to staff for commonly used systems and applications
• Provide backup coverage for other Administrative Assistants across service areas.
• Provide regular reception services, which would include answering calls, greeting clients,
processing mail and deliveries, supporting room bookings, updating the Night Duty kit
and maintaining an organized and welcoming reception area.
• Coordinate travel arrangements for staff as required, including booking flights, hotels,
rental vehicles, and related accommodation. Ensure bookings follow agency policies, use
available cost-saving options such as corporate or negotiated rates, and include timely
confirmations and documentation for assigned staff.
• Support special projects, service initiatives, and administrative improvements as
assigned.
• Maintain office supplies, forms, and equipment for assigned teams.
• Attend team meetings, staff meetings, agency committees, and external meetings as
required.
• Adhere to all agency policies and procedures, Ministry Regulations, Standards, Directives,
and relevant legislation.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive
information.
• Perform other related duties to support agency operations.
SKILL REQUIREMENTS:
• Ability to provide consistent, professional client service to clients, community partners,
and staff.
• Strong written and verbal communication skills to produce clear, accurate, and
professional correspondence and documentation.
• Strong administrative and organizational skills with a high level of accuracy and attention
to detail.
• Strong time management skills and the ability to manage competing priorities in a
fast-paced environment.
• Ability to manage competing priorities within a multi-service environment.
• Proficiency with computers and the ability to learn new applications; able to offer basic
user support as needed.
• Commitment to data integrity and accuracy when entering, reviewing, or processing
information.
• Strong attention to confidentiality, with the ability to identify and prevent privacy
breaches when handling sensitive information, client correspondence, and
documentation.
• Demonstrated professionalism, discretion, and objectivity when working with sensitive or
confidential case material.
• Ability to exercise sound judgment and problem-solve in administrative tasks.
• Ability to collaborate effectively as part of a multidisciplinary team.
• Commitment to anti-oppression, equity, diversity, and inclusion in all interactions and
administrative practices.
• Ability to work independently and collaboratively with minimal supervision.
• Knowledge of agency policies, procedures, and equipment, or ability to learn quickly.
• Ability to travel as required and access to reliable transportation.
KNOWLEDGE & EXPERIENCE
• Community college diploma in Administration, Business or Computer Science Program, or
an equivalent combination of education and related work experience.
• Related administrative experience in social services, health, or community-based setting is
considered an asset.
• Bilingualism (English/French) is an asset.
WORKING CONDITIONS
• This position involves a combination of office-based work and occasional community
meetings.
• Regular travel within the county is required, with access to reliable transportation.
• The role requires periods of light physical activity. This includes constant sitting, standing
or walking, regular handling of lightweight objects (10lbs. weight) or constant visual
attention to detail.
SALARY:
$42,980 – $59,938