Employment Status: Regular, Full-Time (1.0 FTE)
Program Name: Community Support Services
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On Call: No
The Administrative Assistant II provides administrative support to the Senior Manager or District Executive Directors (DED) and oversees office administration for the corresponding District maintaining a high level of confidentiality in all aspects of the position.
- Performs administrative duties to support operations including but not limited to completing and submitting administrative forms.
- Manages and maintains Senior Manager/ DED’s schedules, appointments and travel arrangements.
- Assists the leadership team in confidential performance monitoring of management team members to address workload priorities and assigned duties. Maintains personnel files for all managers in support of this process.
- Arranges and coordinates meetings, including Leadership meetings, and other events
- Prepares agendas, record minutes and circulates appropriately in a timely manner, ensuring attention to detail and accuracy.
- Organizes and maintains distribution lists, filing and archive systems for documents, reference materials, contracts and other materials, in both paper and digital formats, ensuring confidentiality and retrieval of all materials. Particular care is taken to maintain service provider specialty certificates and ensuring all appropriate documentation is preserved and tracked.
- Processes invoices and accounts receivable, allocating to appropriate cost centres, and follow-up as required to ensure accuracy.
- Organizes petty cash and Visa reports for regional leadership. This includes holding relevant money, attaining manager signatures, and completing weekly reconciliation.
- Completes timesheets for all senior managers, managers, and administrative staff.
- Maintains systems of control for supplies and inventories, including ordering supplies, tracking utilizations, maintaining list of vendors, etc. to ensure efficient operations and utilization of resources.
- Ensures equipment is operational, facilitates the repair of on-site equipment as needed, arranges service calls as required and ensures equipment and purchased services meet operational needs.
- Maintains the office space plan, liaising with the landlord for storage and space changes and setting up new employees in the office.
- Acts as the primary contact for all building issues, including building leases, maintenance, security, access and the leasing of office equipment.
- Acts as primary liaison for IT within the office.
- Supports the onboarding of new employees arranging all necessary logistics, and organizing introductory interviews.
- Supports the off boarding of employees by arranging exit interviews and removing employee information as required.
- Performs all other duties as assigned.
- Interacts frequently with the District leadership team to obtain and provide information, often of a confidential nature.
- Engages with outside vendors and service providers to acquire and maintain equipment.
- Interacts with the department of health, health authorities or continuing care agencies.
- Maintaining relationships and provides supporting documents to funders and stakeholders as required.
- Post-secondary education in relevant field or equivalent education and experience.
- 1-2 years relevant administrative support experience in fast-paced office setting including experience working in a health care environment.
- Demonstrated experience and success in managing small projects.
- Experience in supporting Human Resources Management administratively is a strong asset.
- Demonstrated experience writing reports, correspondences and other communication pieces.
- Proficiency in Windows OS and MS Office Suite programs as well as Adobe Acrobat.
- Strong aptitude to learn and use computer applications and software as required.
- Excellent oral and written communication skills.
- Excellent interpersonal skills.
- Able to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
- High level of accuracy and attention to detail.
- Strong problem-solving skills.
- Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
- Demonstrated ability to work both independently and as a team member to achieve desired results.
- Strong work ethic, reliable and self-directed.
- Able and willing to embrace change and effectively manage stresses of a busy office environment.
- Ability to speak French is an asset in French Designated areas.
- Ability to attend off-site meetings as required.
- A current and original copy of a satisfactory Criminal Records Check required
- A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
- Ability to speak French is an asset in French Designated areas
- The use of Personal Protective Equipment (PPE) may be required
Work Conditions and Physical Capabilities: fast-paced environment; attention to detail; lift and carry using appropriate lifting techniques; walk, sit, stand, and climb stairs; grip and fine hand movements.