Adult Services Administrative Assistant #512-2026-27

Adult Services Administrative Assistant Internal/External #512-2026-27 Full-Time, 35 hours/week, 1 Year Contract LOCATION: Barrie, ON REASON FOR RECRUITMENT: Temporary Replacement UNIONIZED POSITION: OPSEU Local 355 COMPENSATION: $25.41-$28.54 per hour and $46,251-$51,949 annually ABOUT CATULPA COMMUNITY SUPPORT SERVICES/WHO ARE WE? Catulpa Community Support Services is a FOCUS-accredited social services agency providing community supports to children, youth, adults, and families with special or unique needs. In 2023 Catulpa celebrated our 50th anniversary and we continue to lead and evolve. We are proud to be a uniquely positioned case management agency with a life-spanning spectrum of programs and services. LAND ACKNOWLEDGMENT Catulpa acknowledges that it is situated on the traditional land of the Anishinaabe people. The Anishinaabeg include the Ojibwe, Odawa and Pottawatomi Nations, collectively known as the 3 Fires Confederacy. It should be noted that the Wendat and the Haudenosaunee Nations have also walked on this territory over time. PURPOSE OF POSITION Performs a lead role in administrative functions related to adult programs, including referrals, file management, reporting, etc. and provides administrative support to the Director/Supervisor and Staff of the Adult Programs. STATEMENT OF MAJOR RESPONSIBILITIES To establish and maintain a tracking/filing system for follow-up with persons served to ensure that documentation is complete To assist the Director, Supervisor and staff members with data systems and computer applications, being a resource to those needing support To complete administrative duties including room bookings, scheduling of meetings, creating business correspondence, maintaining office supplies, assisting with organizing and registrations for training events To attend meetings, prepare agendas, take notes, complete minutes and ensure follow-up on items as required To complete data entry tasks consistent with agency practice contributing to the agency records management process to ensure an organized and accurate electronic record is maintained To provide reports to the Director/Supervisor for Monitoring purposes and funder reporting requirements To provide telephone coverage and support where needed by responding in a professional manner to inquiries related to the Services To complete Serious Occurrence reporting and follow up according to Ministry Guidelines. To liaise with staff, agencies, clients and their families, and the public To participate in supervision and performance appraisal meetings To adhere to all agency standards, policies, and procedures, demonstrating knowledge and skill in decision making and problem solving, and participating as a team member To provide a welcoming, professional working environment, respecting the values, culture and beliefs of staff, persons served, and their families To assist the Manager and staff members with data systems and computer applications, being a resource to those needing direction To assist with the organization and registration of training events To schedule space To be aware of and adhere to Health & Safety Policy Rules and Regulations To perform other related duties as assigned WHAT WE OFFER: Paid sick days, 2 float days, and 11 statutory holidays Hybrid work environment where eligible staff can apply to work from an approved home location for up to 50% of their work time Access to an EAP Program that offer mental health supports, resources and more Continuous professional development opportunities to support career growth A supportive and collaborative team culture that includes a number of committees with staff from a variety of departments who work together on projects and processes that enhance our culture of inclusion QUALIFICATIONS: Education and Experience Level Proven ability to be provide administrative support in a professional and efficient manner; minimum one-year general office experience Proficient in the use of Microsoft Office 1-2 years relevant post-secondary education Knowledge and Skills Understanding and knowledge of the service delivery system for Simcoe County Discretion, tact, and courtesy, in relation to colleagues, clients, and the handling of confidential material Demonstrate well developed interpersonal, written, and oral communication skills Ability to communicate effectively Ability to organize and prioritize workload Ability to take initiative in raising administrative issues with supervisor, and/or at a team level Ability to participate as a team member A working knowledge of the French Language is beneficial Valid driver’s license and access to a reliable vehicle. Date of Posting: July 15th, 2026 If you are interested in this position, please apply by Friday July 24th, 2026 by 4:00pm by uploading your resume via the BambooHR link provided below: https://catulpa.bamboohr.com/careers/251 At Catulpa, Equity, Diversity and Inclusion (EDI) is a Strategic pillar. We are committed to building EDI through a continuous improvement approach. We are an equal opportunities employer and encourage all qualified candidates to apply including racialized individuals, those living with disability and other members of employment equity groups included within the Ontario Human Rights Code. Where needed, accommodations for disabilities will be made available upon request. Only those applicants selected for an interview will be contacted. Artificial intelligence is not used in the screening, assessment, or selection of applicants for this position.

Performs a lead role in administrative functions for adult programs, including referrals, file management, and reporting. Provides direct support to the Director, Supervisor, and staff through scheduling, data entry, and office coordination.

Requires a minimum of one year of general office experience and 1-2 years of relevant post-secondary education. Candidates must be proficient in Microsoft Office and possess a valid driver's license with access to a reliable vehicle.

• Paid Sick Days • Float Days • Statutory Holidays • Hybrid Work Environment • Employee Assistance Program (EAP) • Professional Development Opportunities

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Microsoft Office
• Data Entry
• File Management
• Meeting Coordination
• Business Correspondence
• Reporting
• Interpersonal Communication
• Written Communication
• Oral Communication
• Organization
• Prioritization
• Problem Solving
• French Language
• Confidentiality Handling

Minimum education

Associate degree

Minimum experience

0+ years