Bilingual Administrative Assistant

PLEASE READ CAREFULLY:Please only apply if you're comfortable starting in a contract setting. This position is full time in office.Your New Company:Hays Specialist Recruitment has partnered with a non profit organization based in Ottawa, ON. We are looking to hire a Bilingual Administrative Assistant to join their team on a contractual basis of 3 months with potential for permanency or extension. This position is located in Ottawa and is full time on site.Key Responsibilities:Provides administrative assistance to all Youth Justice management and staffPrepares agendas, minutes and action item tracking sheets for management and staff meetingsEnsures accuracy of client data base (CRMS) by reviewing daily admissions, court attendances, custody and detention tracking sheets and sending information to appropriate collateralsMaintains client file records in various client databases and adheres to file maintenance and closing proceduresCommunicates with external professionals to schedule client visits when requiredPrepares statistical and other reports as required by Directors or CoordinatorsTracks and orders inventory including office supplies, youth bedding and clothingChecks faxes, voicemail and ensures proper procedure for incoming/outgoing mail, including internal mailing systemCreates, updates and translates various documents and forms including program Policies and Procedures manualSupports staff scheduling when requiredProvides backup support to other Administrators in the program when required around areas of staffing, payroll, scheduling and attendanceFollows safe work practices as established by the Bureau and the ProgramEducation, Training, and ExperienceMaintains petty cash and completes weekly reconciliation, bank deposits and withdrawalsPrepares and ensures Purchase Orders and other Accounts Payable are signed, logged and sent to Finance departmentPrepares receipt reconciliation for various purchasesManages and tracks cash advance requestsCollege Diploma in office administration or equivalentMinimum two years’ experience in an administrative positionExcellent verbal and written communication skillsOral fluency in English essential; French considered an assetAbility to work in a fast paced environmentDemonstrated organizational skillsProven abilities in word processing and spreadsheets,Knowledge and expertise in computerized systems and databases