Clerk Typist/Office Assistant - New Westminster

Fraser Health Authority; New Westminster; On-site; CAD 36,000 - 39,000; Full time

Benefits offered by this job

Four weeks vacation

Comprehensive health benefits

Pension plan

Job summary

Fraser Health Authority is seeking a Clerk Typist/Office Assistant to support administrative duties under supervision. The role involves word processing, data entry, and maintaining records and permits within a busy department.

The position emphasizes organization, communication, and use of standard office software. Fraser Health highlights a commitment to diverse, inclusive, and culturally safe practices, offering benefits and a pension plan.

Qualifications

• Grade Twelve plus Office Administration Certificate with 1 year related experience.
• Equivalent combinations acceptable.
• Ability to communicate effectively verbally and in writing.
• Proficiency with general office procedures and software.

Responsibilities

• Performs word processing and data entry, maintaining registers, updating manuals, and preparing correspondence using word processing, spreadsheet, graphics, and database software.
• Maintains a large volume of records, files, permits, licences, and accounts; updates and retrieves information.
• Performs reception duties and handles routine inquiries by phone and in person.
• Manages meeting rooms, agendas, minutes, and conference calls.
• Handles timekeeping, prepares reports, and orders departmental supplies.

Skills

Verbal communication

Written communication

General office procedures

Business writing

Typing 45 wpm

Time management

Computer skills

Interpreting instructions

Education

Grade Twelve

Office Administration Certificate

Tools

Microsoft Office

Job description

Salary

The salary range for this position is CAD $26.42 - $28.25 / hour

Job Summary

Come work with us!

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including earning four weeks of vacation in your first year, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

Detailed Overview

Under the general supervision of the Administrative Assistant or Manager, the Clerk Typist/Office Assistant performs secretarial duties of some complexity which requires the exercise of independent judgement based upon a good understanding of departmental procedures and may involve some initiative in planning the sequence of duties and the work methods to be employed; responsible for the finality of repeat assignments.

Responsibilities

1. Performs word processing and data entry functions such as maintaining relevant registers, updating manuals, and preparing correspondence, lists, permits, licences, records, reports, agendas, charts, tables, presentation material, newsletters and court and legal documents from draft, copy or general instruction, using word processing, spreadsheet, graphics, database, and other software applications: proofreads documents as required; may compose correspondence for review and signature.
2. Prepares, processes and maintains the preparation, processing and maintenance of a large volume of records, files, permits, licences, indexes and accounts pertaining to department activities, manually and/or by using a computer terminal to enter, revise, update and retrieve information; relieves professional and other staff of administrative detail.
3. Performs clerical duties such as opening, reading, sorting, prioritizing, and distributing incoming correspondence, completing forms for signature, and packaging items for shipping; composes and personally types non-routine letters; signs such matters as authorized by the administrative assistant; may sign for receipt of packages and shipments.
4. Performs general office functions such as booking and setting up meeting room, arranging conference calls, and recording and producing meeting agendas and minutes.
5. Receives payment and issues receipts for payment of permit and other administrative fees; checks a variety of receipts, cheques, and invoices; maintains related records.
6. Compiles and condenses non-technical statistical data from uniform sources requiring an understanding of problems and terminology involved; devises forms, sets up moderately complex statistical tables and assists in the preparation of routine reports.
7. Answers routine inquiries by telephone and in person from a variety of sources such as clients, staff and the public, and provides direction and/or routine information about programs and policies; refers problems to the Administrative Assistant.
8. Performs record management duties including setting up and maintaining small numeric, alphabetical, or subject filing systems, indexing files and materials to be filed, and conducting file searches for requested information.
9. Explains and interprets moderately complex departmental rules, regulations and procedures to public enquiries.
10. Operates a switchboard or phone and performs reception duties such as a directing calls receiving and relaying messages, receiving and directing visitors and responding to in-person and telephone inquiries.
11. Operates office equipment such as fax machines, shredders and photocopiers; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance to Administrative Assistant or Site Manager.
12. Performs routine timekeeping such as data entry, hours worked and reviewing timesheets for accuracy; generates routine timekeeping reports; retrieves data from information systems upon direction.
13. Orders and tracks departmental supplies and equipment approved by the Manager.
14. Performs other related duties as required.

Qualifications

Education, Training, and Experience

Grade Twelve (12), an Office Administration Certificate from an accredited institute plus one (1) year's recent, related experience or an equivalent combination of education, training and experience or other Qualifications determined to be reasonable and relevant to the level of work.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Knowledge of general office procedures.
• Business writing skills.
• Sound knowledge of the applicable rules, regulations, policies and procedures that govern departmental activities.
• Ability to understand and interpret oral and written instructions.
• Ability to use a computer and applicable software applications.
• Ability to prepare, process and maintain a variety of permits, licence applications and related materials and to compose non-routine letters and memoranda.
• Ability to deal effectively with others in interpreting and explaining departmental rules and regulations.
• Ability to type 45 w.p.m.
• Ability to organize work.
• Physical ability to perform the duties of the position.
• Ability to operate related equipment.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.