Administrative Assistant - Full-Time

POSITION SUMMARY: Under the general supervision of the Programs Manager, provides confidential administrative support for Jasper Support Program, Homemaking Program and Meals on Wheels Program.

MAJOR RESPONSIBILITIES:

• Participates in the day-to-day delivery of confidential administrative support for the programs, including but not limited to, opening and distributing mail, keying reports, memos and letters, proofreading and editing, photocopying, conducting research, maintaining calendars, processing forms, and preparing and distributing monthly intervention records.
• Participates in the staff replacement process, follows call-out procedures, and ensures compliance with collective agreement and Employment Standards Act requirements.
• Schedules, prepares, distributes and assembles materials for monthly Tenant Advisory, Unit, and Labour Management meetings. Attends, records and distributes meeting minutes.
• Prepares, receives, and processes payables, receivables, field purchase orders and purchase requisitions, including goods and services received. Processes all required payments and receivables, and maintains and reconciles petty cash.
• Monitors tenant’s monthly activity records and maintains tenant files, prepares and distributes monthly invoices.
• Provides customer service by receiving telephone and walk-in inquiries. Researches and provides appropriate responses or directs inquiries to the proper party.
• Maintains specific departmental/divisional databases and manuals.
• Compiles, inputs, and monitors data, indicators, and statistics relating to on-going quality assurance program.
• Maintains files, records management and the archiving process as required.
• Orders and maintains office supplies, receives shipments of operational supplies and stock required supplies from inventory, ensuring required commodity, size, and quantity; maintains accurate records in accordance with established procedures.
• Ensures organization and cleanliness of storage areas.
• Performs such other duties as may be required.

QUALIFICATIONS:

Education/Experience:

• Certificate in office administration or a related discipline along with two years related experience; or
• Secondary school graduation and five years of related administrative experience.
• Knowledge and experience in establishing and maintaining electronic and paper filing systems.

Skills/Abilities:

• Ability to comprehend and adhere to organizational policies, procedures and guidelines.
• Ability to work with a diverse population and to identify, understand, and meet/exceed internal and external customer service requirements.
• Ability to apply independent and sound judgement when dealing with confidential or sensitive information.
• Self-starter with proven organizational and time management skills.
• Proficient in the use standardized office equipment (computer, fax, photocopier, scanner).
• Must be at a basic skill level in keyboarding skills and intermediate skill level with current word processing and spreadsheet software.
• Proven ability to be flexible and adapt to change.
• Ability to function and contribute as an effective team member and to work independently.

Assets:

• Experience with SAP software.
• Knowledge and functions of City Departments, outside boards and agencies and local community groups.
• Knowledge and experience in a Health Care Environment.

CONDITIONS OF EMPLOYMENT:

• Must undergo a successful Police Vulnerable Sector Check (PVSC).
• Prior to commencing employment, will be required to review and attest/affirm to all Pioneer Ridge Staff Immunization Policies.
• Must have successfully undergone a "two step" tuberculosis skin test within the 12 months prior to employment.
• Will be required to travel to various locations throughout the city when requested and provide own transportation.

General Information:

As an equal opportunity employer, the City of Thunder Bay encourages applications from Indigenous peoples, persons with disabilities, members of visible minority groups, women and members of the 2SLGBTQ+ community.

ONTARIO HUMAN RIGHTS CODE: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

• Photos.
• Any certificates that have photo identification.
• Driver’s licences.
• Police records checks.

Note: The above documentation will be requested by the Human Resources & Division should you be the successful applicant. If a Criminal Record Check is required, it will be requested by Human Resources should you be the successful applicant. Please do not submit your Criminal Record Check with your application.

ACCOMMODATION: Reasonable accommodations are available upon request for all parts of the recruitment process.

PRIVACY: Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866.

The City of Thunder Bay provides exceptional quality of life to those who live, work, and play in Thunder Bay–a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.

The City of Thunder Bay is a place where art, culture and nature come together!