Job Administrative Assistant II in Barrie

Requisition Title

Administrative Assistant II - Community Paramedicine

Close Date

10 May 2023

Contract Type

Temporary - Full Time

Location

BARRIE, CA (Primary)

Job Description

Temporary contract until March 31, 2026

POSITION SUMMARY

The County of Simcoe Paramedic Services Community Paramedicine Program Administrative Assistant is responsible for performing assigned administrative, secretarial and clerical support duties for Paramedic Services.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Perform clerical and administrative support including processing of mail, filing and oversight of file systems, digital file management, word processing, draft correspondence, data entry, and preparation of agendas, minute taking and distribution.

2. Receive referrals from various agencies / partner organizations. Completion and processing of required forms. Track referrals and outcomes.

3. Ensure documentation requirements are met by staff and clients, distribute reports to primary care offices via fax, receive reports and ensure timely completion and storage according to departmental standards.

4. Schedule and confirm client appointments with clients and/or family members.

5. Provide excellence in customer service and critical thinking skills through engaged listening, flexibility and patience. Respond to telephone calls, direct messages and visitors providing information and/or assistance and directing or referring as appropriate.

6. Research and collect information as needed; prepare required reports, including those containing confidential information and labour relations matters.

7. Maintain/update spreadsheets and databases.

8. Provide input into the development of related policies and procedures as required.

9. Planning, organization and participating in community events, seniors shows etc.

10. Liaise with internal divisions/departments as required to follow up on issues.

11. Purchase equipment, training materials and promotional materials, ensure inventory levels are adequate to meet program requirements. Process purchase orders, issue invoices and pay suppliers utilizing SAP.

12. Reconcile and prepare P-card reports for approval.

13. Monitor and respond to inquiries, liaise with various stakeholders, and coordinate participation in events.

14. Perform other administrative duties as assigned.

15. Comply with Provincial and County occupational health and safety legislation, regulations, policies and procedures.

16. Maintain confidentiality and privacy of information as per The Municipal Freedom of Information Protection and Privacy Act (MFIPPA), The Personal Health Information Protection Act (PHIPA), Personal Information and Electronic Documents Act (PIPEDA) and in accordance with County of Simcoe Policies and Procedures.

17. May be required to report to other work sites within County of Simcoe to perform Community Paramedicine program activities.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies:

• Acts with the Customer in Mind

• Ensures Accountability

• Continuously Seeks to Improve Work Processes

• Collaborates

• Communicates with Impact

• Is Resilient

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Diploma or Certificate in Medical Office Administration or minimum two (2) years post-secondary education in office administration or equivalent.

• Foundational knowledge of medical appointment and client information gathering, ability to recognize and triage issues should they come up.

• Ability to communicate with patients/clients to book appointments, execute general intake questionnaire, receive communication from clients concerning their condition/illness.

• Advanced word processing, spreadsheet, presentation and database application skills.

• Demonstrated keyboarding skills of at least 55 words per minute.

• Strength in interpersonal, organizational and communication skills.

• Criminal Records Check with Vulnerable Sector Screening that is less than ninety (90) days old at time of hire.

• Valid G Class Driver’s License and access to a reliable vehicle to use on corporate business.

EXPERIENCE

• A minimum of two (2) years of office administration/management experience including some experience in a similar setting.

EFFORT

• Required to lift and move boxes and equipment that may weigh up to 20 – 30 pounds.

• Mental and visual effort required when preparing documents and taking minutes.

• Ability to work in a fast paced and dynamic work environment.

• Adaptable in dealing with many different personalities and corporate structures.

WORKING CONDITIONS

• Regular office environment.

• Required to travel to locations within Simcoe County.

#COSIND

Salary Grade

$51,451.00 - $62,590.00

Union

Non Union

The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted.

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.