Unit Assistant- Ogwadeni:deo

Ogwadeni:deo is a child welfare agency ensuring the protection of Ogweho:weh children on the Six Nations Territory, in the City of Brantford and Brant County, while incorporating Haudenosaunee culture when working with families. The Unit Assistant provides administrative and clerical support functions related to the activities and operations of the Ogwadeni:deo. Provides office professionalism; realizing this position is usually the first point of contact for visitors and telephone calls.

RESPONSIBILITIES AND SUPPORT TO OGWEHO:WEH FAMILIES, CHILDREN AND YOUTH  

• Assists with maintaining the reception areas in good order
• Assists the Receptionist with responding to and directing all in-person inquiries and telephone calls to the proper person
• Scanning and uploading documents into Matrix
• Preparing professional correspondence on behalf of the agency for government applications and medical requests
• Searching and evaluating useful case information related to a specific topic, or researching case details and family records to write letters
• Maintains the team meeting schedules for the Team Supervisors and Service Staff
• Schedules and maintains the coverage calendar, vacation schedule and office schedule for the team
• Types, photocopies and faxes or emails letters, memoranda, reports and other documents as requested  
• Uses desktop publishing software to draft information flyers/newsletters, etc.; and, upon approval, distributes as directed  
• Collects, sorts, logs, makes copies and directs incoming mail and faxes, signs for courier deliveries and logs, posts or couriers outgoing mail  
• Prepares files for all new opening cases, performs record checks, open case shells for all new cases in the information system
• Logs file numbers and retrieving files from the vault
• Ensures confidentiality of all cases open
• Acts as a role model and represents and promotes the Ogwadeni:deo Program in a courteous, cooperative and professional manner  

OGWADENI:DEO THE AGENCY  

• Files documents for client activity/volunteer  
• Process per-diems and cheque requisitions
• Makes travel and accommodation arrangements as requested  
• Preparing financial assistant forms
• Takes minutes of team meetings  
• Locates records on all respond cases
• Prepare recruitment packages for the prospect applicants
• Assists in family file audits, preparation of Foster Licencing review application and alternative care file audits
• Assists in Customary Care Declaration to ensure all standards have been met
• Assists with the preparation of any statistical documentation required for QA/CQI
• Assists with the maintenance of the inventory of office supplies, resource sheets
• Assist with the preparation of team expenditures in compliance in the finance policy
• Performs other duties as assigned from time to time by the Supervisor and Administrative Assistant.