The Stillwater Treatment Centre Hiring for Administrative Assistant Job at Welland Full Time

Stillwater Addiction Treatment Centre
110 Merritt St., Welland, On., L3C 4T4

Phone 800-347-7244
Website: www.thestillwatercentre.com

Position: Administrative Assistant

Location: Welland, Ontario, 110 Merrit Street, L3C 1K5

Position Type: Part-Time

Position Reporting: Primary report to Executive Director with a dotted line to the Centre Manager.

About Stillwater (http://www.thestillwatercentre.com)

Stillwater Treatment Centre is a private residential facility offering treatment for alcohol and substance abuse.

Our goal is to successfully treat individuals suffering from addiction in an authentic, caring, dignified and consistent manner using proven techniques that deliver measurable results. Clients stay with us for 30, 45, 60 or 90 days.

Our approach to treating addiction is to focus on the whole individual – mind, body and spirit. We teach mindfulness, self-awareness, and reflection and believe exercise and nutrition are essential elements to healing.

You goal is help provide administrative support for the current operation as well as provide support of the future vision and strategy.

The successful candidate must be able to work in a fast-paced environment while maintaining accuracy and reliability of work performed and be very knowledgeable of the Microsoft suite, Windows OS and type at a minimum of 50 wpm. As part of this role, the Assistant undertakes a wide array of duties and wears manys, the most important attribute is compassion and passion for helping others. (Details below).

They will need to be able to work both independently and except and provide guidance as required. Confidentiality, commitment and loyalty are part of DNA.

Position Description

As previously highlighted, the primary role will be to assist both the Executive Directory and Manager to focus on the on-going Operation and abreast of issue or missed timelines, as well as, provide for the strategy and future plans. Although, there will be many routine tasks, the varying and ever changing initiatives will keep you engaged and you will definitely not be bored.

You will be required to work independently and you will be driven to deliver excellence, your input and insight is always welcome. You will be part of a very supportive team and hopefully this position will provide an opportunity to grow on many levels. Suffice to say that you will not be bored, but rather challenged with the varying and ever changings priorities that this field requires. We require you to keep the Manager and ED focused and ensure they have the time to drive the business forward. Being a small team, we are tight knit and have unwavering support for each other and we speak as a team externally but have personal and equal amongst each other.

Transparency, Professionalism and Loyalty are Key.

Detail of Duties

• The Admin Assistant will be primarily managed and report to the Executive Director / CEO with a hand-off to Manager or a backup as required.
• Answer the phone and direct calls to the appropriate individual or take a message and follow-up to ensure the message is received, actioned and closed.
• Follow-up with potential clients by providing them with the necessary documentation to make an informed decision.
• Prepare standard packages and associated documentation for incoming and potential clients. This would include labelling, photocopying, proof-reading and just overall document management.
• Generate invoices and process payments as required. Our accounting software is QuickBooks and payment process is through a wireless terminal. Familiarity with one or both is a major asset.
• Ensure payments are made and all accounts are up to date and follow-up with client if there is an outstanding balance owing and collect it.
• Go to bank with deposits.
• Schedule meetings, take attendance and document the meeting’s objective and document meeting minutes as needed. If required. Meetings can be held in the front office in person or over zoom.
• Any and every duty possible. Being a small team we all step up when required, that could range from turning over a room, to dished to tidying common areas.

These are not part of your standard duties as we have dedicated staff, but from time to time, we just need to get things done.

Payment Activities (QuickBooks)

A significant portion of your time, 20 -30% of the Admin Assistant’s time will be focused on managing, reconciling payments, expenses, receipts and handling petty cash.

Employee expenses will primarily be completed by employee’s however, receipts from the Manager and/or ED might land on your desk due to time restrictions. Expense submissions will need to be checked and validated against receipt(s), and then handed over to the Manager for further validation.

Credit Card Transactions: Transactions are automatically downloaded from the bank, but these receipts need to be approved and categorised correctly. Cash re receipts may have to manually input but the majority are automatically updated in and additional information to ensure we can track that back to a particular client.

Cash Transactions: Cash receipts will need to be manually inputted but the majority are automatically updated and categorize from the Corporate cards through an established accounting process. These transactions will be need to reviewed to ensure the categorization is correct and approved accordingly.

Hopefully, you found this detailed description helpful as we believe it important that candidate has fairly good understanding of the role they are applying.

If you feel that you have what it takes, we look forward to talking with you. Also, please forgive any grammatical errors, this Job Description was written with love and also quickly. : -)

Mark Keating, CEO m: 416-277-6320 o: 1-800-347-7244

Job Type: Part-time
Part-time hours: 20-30 per week

Salary: $18.00-$23.00 per hour

Schedule:

• Monday to Friday

Supplemental pay types:

• Retention bonus

Ability to commute/relocate:

• WELLAND, ON: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 2 years (preferred)
• Administrative experience: 8 years (required)

Work Location: One location

Expected start date: 2023-01-30