Position Classification: Administrative Assistant- Non-unionized
Position Summary:
Under the direction of the Management Team or designate, the Administrative Assistant provides essential operational and clerical support to ensure the efficient day-to-day functioning of Com-Span Inc.
This role is responsible for maintaining accurate records, supporting inventory and budget tracking systems, and performing administrative functions such as ordering, filing, and data entry. The Administrative Assistant plays a key role in supporting compliance, internal processes, and organizational efficiency, enabling program staff to focus on direct service delivery.
Qualifications
Education:
· High school diploma or equivalent required
· Post-secondary education in Office Administration or a related field
· Completion of all mandatory training provided by Com-Span within required timelines
· Valid driver’s license is an asset
Experience:
· Minimum of two (2) years’ experience in an administrative or office support role
· Experience with data entry, inventory systems, and budget tracking is preferred
Skills & Personal Attributes:
· Ability to perform duties professionally with minimal supervision
· Strong organizational and time management skills with the ability to manage competing priorities
· Excellent interpersonal and communication skills (written and verbal)
· High level of accuracy and attention to detail
· Demonstrated ability to maintain confidentiality and exercise discretion
· Proficiency with standard office equipment and software, including Microsoft Office (Word, Excel, Outlook)
· Sincere interest in supporting individuals living with developmental disabilities
· Ability to work collaboratively within a team environment
Conditions of Employment
· Satisfactory Criminal Record Check
· Satisfactory Adult Abuse Registry Check
· Compliance with all organizational policies and procedures
Responsibilities
1. Administrative Support
Perform general clerical duties including filing, scanning, data entry, document preparation, and records organization to support management and program staff
2. Managing Client Cash Expenditures and Requests
Coordinate the distribution and collection of client funds. Maintain accurate records of all cash disbursements and receipts, ensuring proper documentation and accountability. Reconcile expenditures on a regular basis and ensure all financial records are complete and submitted to the bookkeeper at month-end for processing and review.
3. Data Management
Maintain accurate and up-to-date records for program participants, employees, schedules, and reports. Ensure documentation is complete, accessible, and compliant with organizational standards.
4. Inventory Control
Develop and maintain a min-max inventory system to monitor supply levels, identify reorder points, and prevent shortages or overstocking.
5. Budget Tracking
Track administrative expenditures, maintain accurate financial records, and support budget planning and reporting processes.
6. Ordering & Supplies Management
Manage the ordering and distribution of office and program supplies in alignment with inventory requirements and budget limitations.
7. Record Keeping & Compliance Maintain accurate records for auditing, licensing, and internal review purposes. Ensure all documentation meets applicable regulatory and organizational compliance standards.
8. Attendance & Payroll Support
Maintain accurate records of employee attendance, including vacation and sick leave accruals. Provide reports to management as required and assist with payroll processes as needed.
9. Communication Support
Assist with internal communications by preparing notices, forms, reports, and other documents. Facilitate information flow between departments as required.
10. Confidentiality & Privacy
Maintain strict confidentiality of all organizational and participant information in accordance with applicable legislation, including:
· The Adults Living with an Intellectual Disability Act
· The Personal Health Information Act (PHIA)
· Other relevant provincial and federal legislation
11. Respectful Workplace
Conduct oneself in accordance with Com-Span Inc.’s Respectful Workplace and Code of Conduct policies by:
· Demonstrating a positive and professional work ethic
· Communicating respectfully with staff, caregivers, and participants
· Treating all individuals with dignity and respect
· Supporting a collaborative, team-oriented work environment
· Refraining from gossip or inappropriate workplace behavior
12. Other Duties as Assigned:
· Perform additional duties as required to support the effective operation of the organization.
Working Conditions:
· Primarily office-based environment with extended periods of computer use
· Frequent use of standard office equipment
· Occasional lifting of supplies (up to [insert weight, e.g., 20 lbs])
· May require occasional flexibility in working hours to meet operational needs
Performance Expectations:
· Completion of tasks with a high degree of accuracy and attention to detail
· Timely completion of assigned duties and adherence to deadlines
· Compliance with organizational policies, procedures, and confidentiality requirements
· Effective communication and collaboration with team members
· Demonstrated initiative and ability to work independently
Probationary Period:
This position is subject to a probationary period of three (3) months, during which performance will be evaluated.
Pay: $17.45-$18.00 per hour
Work Location: In person
