Case Management Assistant

Case Management Assistant for Special Investigations Unit, provincial government ministry client, downtown Toronto.

Marberg Job Number: 1913.
Job Type: Temporary.
Initial Term:  ASAP for approximately 6-8 weeks, with possible extension.
Compensation: $25.02 per hour.
Recommended Application Date: Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours: 8:30 am to 4:30 pm or 9 am to 5 pm, less .75 hour unpaid lunch break, Monday to Friday (36.25 work hours per week).
Work Location: 100% onsite at Client’s downtown Toronto office, on PATH, and near TTC station.  

Responsibilities Summary:  
Primary office liaison between unit manager and regional investigators deployed across the Province.  Provides responsible, confidential administrative, records management, and general clerical and logistical support services to special investigations team.

• Respond to general telephone calls for management and senior staff.  Refer callers, take messages, and provide information as authorized.
• Receive, date-stamp, log and distribute incoming mail, faxes etc. Review information content, prioritize response, determine required action, save/scan documents into electronic and hard copy records management systems, and follow up as required. Maintain tracking and bring-forward systems. 
• Coordinate and schedule appointments, meetings and teleconferences. Identify logistical needs, contact participants, prepare agendas from brief instructions, book boardrooms or teleconference lines, prepare handouts and presentation materials, and make travel arrangements.  Attend meetings as required to provide on-site administrative support and take notes. Draft and distribute approved minutes, and follow up with designated parties on action items.
• Prepare and coordinate documentation and correspondence in support of investigations.  Open, maintain and close investigation case information in customized databases and hard copy file. Verify completeness and accuracy of file documentation for legal and administrative purposes.
• Arrange for issuance and retrieval of specialized and/or controlled supplies and equipment for investigators assigned across the Province. Manage inventory tracking system.
• Arrange for professional services such credit checks or medical reports on the investigators’ behalf.
• Conduct research and respond as authorized to various inquiries from external stakeholders such as lawyers, police, health care professionals, clients, family members, ministry staff, and other concerned parties on status of investigations.  Prepare status update reports.  
• Update, create and format regular and ad hoc reports, charts, presentations and information packages.  Proofread and edit for written accuracy and audience-friendly formatting, including Accessibility considerations.
• Compose and prepare variety of standard correspondence for others’ signature from verbal instructions, templates, handwritten notes, or electronic data as required.   
• Verify and process expense claims, invoices, requisitions, authorization forms and other financial documents. Perform arithmetic calculations and follow up as needed to correct errors and discrepancies. Prepare purchase order requisitions and maintain accurate records of expenditures.
• Create, update and circulate staff contact lists, vacation schedules and caseload assignments.
• Maintain comprehensive, confidential hard copy and electronic filing systems in accordance with approved records management policy and privacy legislation.  
• Additional administrative, client service, clerical and logistical responsibilities as required. 

Qualifications:    
Education: Post Secondary education in legal administration, medical administration, human resources, or similar discipline, or applicable combination of work experience and education.
Preferred Work Experience:  At least 3+ years of administrative support experience within a high volume, confidential environment.
Preferred Sector Experience: Public sector, health sector, social services sector or legal sector administrative work experience an asset.

Technical and Language Skills Requirements:

• Proficiency with MSOffice including Word, Excel, Outlook, PowerPoint and Teams (will be tested). 
• Strong typing and data entry skills (will be tested).
• Foreign language copy-typing skills including typing symbols (may be tested).
• Arithmetic skills to calculate/verify expense claims, invoices, requisitions etc., and prepare statistical reports (may be tested). 
• Proficient English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

• Excellent reading and subject matter comprehension skills to work in compliance with governing legislation.
• Sound grasp of investigation related administrative and legal policies, processes, methodologies and terminology.
• Superior judgement and discretion to respond to a variety of information and action requests, ensuring that sensitive and confidential information is not released inadvertently.
• Superior interpersonal and communication skills to respond effectively a wide range of callers at all levels of communication ability. 
• Punctual, responsible and reliable.  Demonstrated record of professional conduct and character and strong work ethic.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
• Pleasant and courteous: demonstrated commitment to client service and professional representation of the organization.  
• Proficient de-escalation skills.  Ability to surmount internal and external job pressures.  Excellent listening skills, and the ability to provide and receive effective feedback.
• Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well independently, collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:    

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite as required, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security check, possibly including a Fingerprint Check, prior to assignment start.  Please note that Marberg will reimburse for the cost of the background checks upon confirmation of assignment start and submission of approved expense receipts.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

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