The Catholic Children's Aid Society of Toronto is seeking a self-motivated, well organized, and energetic individual for an

Administrative Assistant



Records Services.

The incumbent will be responsible for completing comprehensive record checks, maintaining information systems and repositories, and working in partnership with agency staff to provide administrative functions in the delivery of information resource management.

Duties Include:

Completing comprehensive record check searches regarding Society clients and care providers, and providing confidential information to authorized staff in a timely manner

Researching and merging all identified Duplicate Records found in the record check process, data integrity reports, and Helpdesk

Completing help desk tickets with respect to record checks, merge/unmerge requests, life book scanning, and related to information resources management functions

Scanning and digitizing closed files, added notes, and microfiche into Laserfiche, CPIN and/or other information repositories

Ensuring data integrity

Performing other administrative duties such as orienting new staff to Society's records and procedures of accessing records in archives, ensuring history of all files are retrieved, scanned and accessible to end use, and maintaining office equipment

Responding to inquiries related to record checks and Duplicate Records from agency staff and other CPIN CAS upon request

Performing other duties as required, such as working in a safe manner in accordance with the Society's Health and Safety Policies and procedures and all relevant legislation and participating in quality assurance and quality improvement projects and activities to ensure quality of own work

Qualifications Required:

Community College diploma in Social Services or Administrative studies (ideally with exposure to child welfare) with a minimum of three years of experience and/or equivalent post-secondary education and experience

Proficient in a variety of PC and Cloud applications including Microsoft Office 365 office package, Outlook, MS Teams and CPIN

Demonstrated skills, knowledge, and application of computer programs such as, AS400, Microsoft Word, Fast Track, Laser Fiche, CPIN, DRS, Family Services Archives

Excellent organizational, coordination and time management skills to determine priorities, meet strict deadlines and manage several assignments simultaneously

Excellent communication skills, in conjunction with sound judgment, to respond with tact, discretion and confidentiality to inquiries

Excellent ability to maintain accurate records and attention to details

Demonstrated ability to work independently and to work as part of a team

Knowledge of a variety of office equipment including photocopiers, computers, scanners and audio-visual equipment

Excellent knowledge of administrative systems and services, and well-developed administrative skills

File #22-0


  • Please submit your cover letter and resume no later than the internal closing date at 11:59PM.
  • External Closing Date: Wednesday May 17, 2023 at 11:59PM

Administrative Job Class

Temporary Assignment - 12-Months

$51,795.29 to $62,154.97

All communications will be held in strict and professional confidence.

As the Catholic Children's Aid Society works under the auspice of the French Language Service Act, we welcome Francophone individuals to apply for all posted positions.

We appreciate all applications received. All communications will be held in strict and professional confidence.

Only those candidates selected for an interview will be contacted.

We thank all applicants for their submissions.

CCAS is committed to a selection process that values equity, diversity, and inclusion and also reflects the community serves.

Individuals who have knowledge and experience working with people from multiple cultural and racial backgrounds and equity deserving groups (e.g., Black, Indigenous, LGBTQ2s+, etc.) are strongly encouraged to apply.

Anti-Oppression/Anti-Racism at CCAS

CCAS is committed to having a workforce that is reflective of the diversity of the City of Toronto and strongly encourages application from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.

Accommodation at CCAS

We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-395-1500. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

The Catholic Children's Aid Society of Toronto is committed to equity and diversity and encourages applicants from varied backgrounds. We will accommodate disabilities in the recruitment process in accordance with the Ontario Human Rights Code. Should an applicant require an accommodation during the recruitment process, please contact the Human Resources Department.


Additional Information

Toronto, ON, Canada

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