About Jewish Family Services (JFS)

JFS Ottawa is a multi-service non-profit community agency helping individuals and families across generations and cultures to achieve stability, independence and belonging.

Core service areas include mental health and wellbeing, social supports, and services for seniors, newcomers, and diverse communities.

Our work is grounded in Jewish values, and we seek to build a community through the pursuit of social justice and inclusivity.

Position Summary

Jewish Family Services is looking for an experienced Administrative Assistant to support the Director of Counselling and Mental Health and the staff of The Counselling Group. The role is responsible for a broad variety of administrative tasks, including managing appointments, completing invoices and expense reports, composing, and preparing correspondence, participating in various projects etc. The position requires flexibility and adaptability and in particular, attention to detail.

The start date for this position is January 6, 2025.

Duties and Responsibilities

The main duties of the role include:

· Provide direct administrative and office management support to the TCG and Psychometric unit.

· Assist the Director of Counselling and mental health with ongoing projects and with scheduling meetings.

· Support the accounting unit with third-party accounts payable, accounts receivable

· Perform monthly third-party billing for the Counselling Group unit

· Coordinate staff registration for third-party programs and ensure compliance with related regulations

· Coordinate logistics of team programs including meetings, seminars, workshops, special projects, and events

· Coordinate client subsidy discounts with clients for the psychometric unit

· Support accounting and management with database reports for monthly, quarterly, yearly reports

· Complete expense reports, pay invoices, assist counsellors with invoicing and other related duties.

· Create cheque requisitions for staff reimbursement

· Provide direct support to staff with database issues and conduct orientation for new employees.

· Manage and update documentation

· Take and transcribe dictation notes.

· Other duties shall be assigned as required.

· Refer and/or redirect calls, e-mails, or visitors as required.

Qualifications/Experience

· Post-secondary education or equivalent or be currently registered as a student at a post-secondary institution.

· Post-Secondary Diploma in Business Administration, or relevant discipline, required.

· 3-5 years' experience in an administrative role preferred.

· Strong knowledge of office procedures and practices.

· Keen attention to details.

· Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).

· Resourceful and flexible.

· Proven organizational and time management skills.

· Excellent interpersonal skills

· High level of comfort with computer software and technology is recommended

· Ability to handle confidential information with discretion.

Jewish Family Services of Ottawa supports equal opportunity employment. We are committed to a selection process and work environment that are inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants can make accommodation requests for the interview or selection process known in advance by contacting Jewish Family Services.

For any accommodation requests, please contact our Human Resources team at [email protected]

We thank all applicants for their interest, however, only those selected for an interview will be contacted.