Administrative Assistant - Pikogan

1 position to be filled


Under the supervision of the point of service manager and the secretarial team leader, the administrative assistant performs secretarial, reception and administrative support tasks for the youth protection files of the point(s) of service assigned to him/her.


Tasks related to reception of a point of service :

  • Manage and follow up on all incoming communications (calls, emails);
  • Greet visitors;
  • Ensure the proper functioning of the telephone system;
  • Ensure the updating of the contact list;
  • Coordinate the operation of the meeting room and offices;
  • Coordinate logistics for assigned point of service meetings, prepare and share necessary documents;
  • Participate in assigned point of service meetings and take minutes as necessary;
  • Maintain a clean, efficient and organized filing system for paper, electronic and email files;
  • Prepare and send memos, emails, and correspondence ;
  • Order office supplies and furniture;
  • Manage office space and facilities (cleaning, maintenance, security, technical equipment, kitchen);
  • Provide administrative and IT support as needed.

Tasks related to the assistant position :

  • Make corrections and format reports and any other documents submitted by intervenors and the work team;
  • Do file maintenance (file, move, open, request and close user files) and file follow-ups in PIJ;
  • Enter judicial and/or voluntary measures in PIJ;
  • After reception, give the court orders to the intervenors for consultation and a copy to the reviewer when the case is a 95;
  • Receive, copy and enter birth certificates in PIJ;
  • Prepare and mail semi-active files to central archives;
  • From the active case load, request records from central records or other point of service;
  • Any other related duties.


  • Have a DEP in secretarial studies, in office administration or the equivalent;
  • Have a minimum of 5 years experience in the field;
  • Knowledge of the Aboriginal community (an asset);
  • Excellent knowledge of French;
  • Be comfortable with computer systems;
  • Excellent skills in the Office 365 environment and its tools;
  • Versatility and thoroughness;
  • Ability to maintain confidentiality of information at all times and be discreet;
  • Strong capacity of organization and adaptation


  • Full time permanent position 35 hours per week;
  • Full range of benefits including group insurance with employer contribution after 3 months and pension fund (RBA) after 6 months with employer contribution at 182%;
  • Flexible schedule and 10 sick leaves and 5 wellness leaves per year;
  • Dynamic and creative team.

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