Administrative Assistant 3 - Toronto, Canada - City of Toronto

City of Toronto

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job ID: 34184

Job Category:
Administrative

Division & Section:
Fire Services, Administrative Services, Staff Services

Work Location:
TFS Medical Office, 1333 Sheppard Avenue East, Toronto

Job Type & Duration:
Full-time, Temporary (12 Month) Vacancy

Salary:
$58, $69,525.00

Shift Information:
Monday to Friday, 35 Hours Per Week

Affiliation:
Non-Union Exempt

Number of Positions Open: 1

Posting Period: 08-Feb-2023 to 23-Feb-2023

Major Responsibilities:

Reporting to the Division Chief, this position provides a variety of administrative and program related duties, which include:

Assists with medicals for new recruits.
Provides support for clinics at Medical Office.
Receives/sends various faxes such as RTW forms and other documentation.
Receives, reviews, scans RTWs and sends to various divisions and to HR when required.
Creates and maintains medical filing, including ongoing retrieval of files and refiling.
Retrieves information from various sources, including from Quatro for TFS Chief Medical Officer to review.
Liaises with Chief Medical Officer, Staff Services Coordinators-ATM, and with Division Chief, Staff Services on regular basis.
Support Medical Office team and Division Chief.
Produces various reports on a regular and ad hoc basis.
Assigns modified duties based on a defined set of criteria and well established procedures, under the guidance of the Staff Services Coordinators.
Manages the modified duty absence line.
Manages projects as assigned by the Division Chief.
Prepares and processes a variety of documents including forms, statements, reimbursements, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, e.g. Quatro, reports, etc.
Prepares and types correspondence, confidential documents, reports and other documents utilizing various software packages.
Exercises caution and discretion with medical information and other confidential information.
Opens, reviews and distributes incoming mail and follows up on responses.
Maintains filing and retrieval systems for various records/documents. Ensures required documentation is distributed to appropriate personnel.
Researches and provides information in response to inquiries/complaints and exchanges information with all levels of staff, government agencies and records detailed messages.
Drafts routine correspondence.
Coordinates meetings, appointments and interviews. Compiles material, prepares agenda and takes and transcribes minutes, as required Proof reads outgoing documents and correspondence and maintains follow up system
Assists section staff with administration of section programs and activities (e.g. preparing expense accounts).
Maintains supplies for the unit. Orders and checks the inventory of office equipment, supplies, publications, etc. and ensures levels are maintained.
Other duties as assigned.

Key Qualifications:

Extensive experience in providing administrative/secretarial support duties to management, some of which must relate to the duties above.
Experience supporting a small team, preferably within a clinic/medical setting.
Demonstrated track record of successful performance in a similar or related role.
Advanced knowledge of layout and formatting of complex reports, correspondence, charts, tables, committee/council reports, etc.
Experience in setting up meetings, taking notes and minutes if required.
Demonstrated ability to deal positively and effectively with all levels of staff, the public and officials, in a professional, respectful and civil manner.
Highly developed customer service and interpersonal skills with a proven ability to deal with people in difficult situations.
Excellent organizational skills with ability to handle multiple priorities and meet deadlines within a fast paced environment.
Strong written and verbal communication skills.
Reliability.
Able to work with mínimal supervision as part of a larger team; as well as the ability to make sound independent judgment calls, take initiative and know when to seek counsel and advice.
Ability to exercise discretion in dealing with confidential matters and with management staff.
Good knowledge of municipal operations, departmental and political issues.
Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
Able to work under pressure.
Able to work positively within a diverse environment.
Previous medical office experience preferred.

Note To Current City of Toronto Employees

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.

Learn more about the City's commitment to employment equity.

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