Administrative Clerk - Newmarket, Canada - York Region

York Region

Verified Company

Newmarket, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Status

Temporary Full-Time

Temporary

Approximate length of assignment, in months

Type of Position
- an Addition to Staff

Start Date
Immediate
Salary
Per hour
Salary

Grade
- $ $34.3

Department
York Region > Community & Health Services > Public Health > Child and Family Health
Location
PH CFH & HP Yonge Street,
Newmarket, ON L3Y 8V3 CA (Primary)
Job Description (E)

POSITION PURPOSE

Reporting to the Manager, Child and Family Health, is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.

MAJOR RESPONSIBILITIES

Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
Organizes meetings, prepare agendas, take minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
Logs daily statistics and prepares reports on service delivery.
Compiles statistical and other data to prepare reports and documents related to services provided.
Responds to inquiries or requests for information from other employees, Departments and the public.
Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
Provides reception/switchboard relief and backup duties to other clerical support positions, as required.

QUALIFICATIONS

Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation.
Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability.
Demonstrated ability to research/investigate issues and sound decision making skills to resolve problems and/or escalate as appropriate.
Council Approval Date
Scheduled Weekly Hours
3 Scheduled Shifts
Operational Hours
Close Date
September 11, 2023

- # of Hires Needed

Union

CUPE 905 York Region

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York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. If contacted for an employment opportunity, please advise if you require Code-protected accommodation.