Office Assistant G – Purchasing – Part Time

Sault Area Hospital; Sault Ste. Marie; On-site; CAD 38,000 - 45,000; Full time

Job summary

Sault Area Hospital is seeking an Office Assistant to oversee mailroom operations and support Logistics and other SAH departments. You will handle data entry, document preparation, filing and routine bookkeeping tasks to keep information current.

The role requires strong Microsoft Office skills, attention to detail, and the ability to work well in a fast-paced team environment. Experience with Meditech is an asset.

Qualifications

• Diploma or certificate in Office Administration or Health Office Administration.
• Experience with clerical tasks in a health-care setting is an asset.
• Proficient with word processing, spreadsheets and database management.

Responsibilities

• Manage mailroom operations and support Logistics and departments.
• Prepare invoices and monthly/weekly reports for Finance.
• Process receiving and inventory updates in Meditech as required.
• Maintain filing systems and handle data entry with accuracy.
• Assist with contract reporting, vendor details and follow-ups.
• Provide courteous information to clients and route inquiries.

Skills

Office administration

Customer service

Data entry

Microsoft Office

Communication

Education

Diploma in Office Administration

Tools

Meditech Materials Management

Meditech Finance

Job description

Purpose

As the Office Assistant, you will oversee all aspects of mailroom operations while providing support for Logistics operations and other SAH departments as required.

Duties

• Key in, edit and proof-read correspondence, reports, statements, invoices, forms and other documents, using word processing software and computers.
• Receive and forward telephone inquiries to the appropriate person and provide general information to clients.
• Photocopy and collate documents for distribution, mailing and filing.
• Maintain and update manual or computerized filing, inventory, mailing and database systems.
• Collect receiving reports from Distribution/Warehouse as required. File and rotate as required.
• Gather and maintain document files as directed.
• Process receiving of goods and services in Meditech as directed by authorized persons (ie. Accounts Payable, Manager, etc.).
• Process inventory changes and edits to department order templates as directed.
• Process rental and consignment transactions for both incoming and outgoing items as directed.
• Open, sort and route incoming mail, process outgoing mail.
• Perform routine bookkeeping tasks such as preparing invoices, monthly reports to Finance, weekly/monthly supply costing and inventory reports to internal customers as well as keeping all department financial information current.
• Sort, process, verify and report on receipts, expenditures, forms and other documents as directed
• Assist in administering the process for product quality issues and recalls.
• Monthly Health & Safety inspection reports are completed for the Mailroom and office space.
• Replenish forms and provide supplies as needed to the warehouse and other assigned locations.
• Prepare and submit monthly and quarterly Journal Voucher (JV) entries for Postage, Distribution, supply issues to external parties, Photocopying, etc.
• Help maintain active/expired contract reporting and system up-dates as directed, including product, pricing and vendor detail
• Assist as directed by leadership with the order entry of minor capital equipment and capital equipment to ensure segregation of duties is maintained.
• Follow up on outstanding orders and up-date systems as required.
• Process, search and communicate product recalls. Report out and file support documentation.
• Support the Receiving Exception process in coordination with receiving, buyer, vendor and AP.
• Processing repair/loaner requests.
• Receive notices of contract up-dates and enter into Meditech/systems as required.
• Other duties as assigned.

Qualifications

• Diploma in Office Administration or Health Office Administration Certificate or equivalent education and/or experience, preferably in a health care environment.

Knowledge & Ability

• Knowledge of hospital software applications such as Meditech Materials Management and Finance modules or equivalent software applications.
• Ability to work effectively and efficiently as a team member in a fast-paced environment in stressful situations.
• Customer service, interpersonal and telephone skills.
• Computer literacy in a Microsoft environment including experience in the creation of spreadsheets, Word, Power Point, and Outlook,
• Ability to maintain successful working relationships with the interdisciplinary team.
• Ability to organize time effectively and prioritize work.
• Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
• Ability to read, write, comprehend numbers and perform simple math (+. -, x. /) to perform the duties of the position.
• Proficiency and accuracy in clerical tasks including data entry, keyboarding, filing systems, documentation etc.
• Proficiency in using telephone systems, data projectors, laptop computers, video and phone conference equipment.
• Behaviour consistent with Hospital Mission, Values and Standards of Performance.

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time. Only those selected for the test/ interview will be contacted.

Individuals will be selected on the basis of their ability, experience and qualifications as identified in the resume which they have attached to the posting application form. The Hospital reserves the right to conduct a formal interview and/or testing where required.

Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.

Reason for Job Posting: Existing Vacancy