Administrative Assistant II - Logistics

at  County of Simcoe

Requisition Title
Administrative Assistant II - Logistics
Close Date
8 October 2024
Contract Type
Permanent - Full Time
Location
BARRIE, CA (Primary)
Job Description

POSITION SUMMARY

The Paramedic Services Administrative Assistant is responsible for performing assigned administrative, and clerical support duties in a non-unionized position for Paramedic Services.

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Minimum one (1) year post-secondary education in office administration or equivalent to obtain a general knowledge in clerical/office functions.
• Advanced word processing, spreadsheet, presentation and database application skills. Demonstrated keyboarding skills at 55 words per minute.
• Understanding of basic accounting principles.
• Strong interpersonal and communication skills.
• Criminal Records Check that is less than ninety (90) days old at time of hire.

EXPERIENCE

• A minimum of three (3) years of varied office experience in a similar position.
• Knowledge of Paramedic Services in Ontario including related legislation would be considered an asset.

1. Provide reception duties, clerical and administrative support to the Paramedic Services Division management staff including processing of mail, filing and oversight of file systems, word processing, draft correspondence, data entry, preparation of agendas, minute taking and distribution.
2. Respond to telephone calls, direct messages and visitors providing information and/or assistance and direct or refer as appropriate.
3. Schedule, monitor and confirm appointments and meetings and prepare travel arrangements and itineraries.
4. Collect information and prepare required reports including but not limited to those containing confidential information and pertaining to legal, medical and labour relations matters.
5. Purchase supplies for and maintain office equipment in accordance with need and policy.
6. Reconcile and prepare P-card reports for approval.
7. Assist with departmental event or initiatives planning (ie. Station openings/graduations, pink/blue epaulettes)
8. Provide input into the development of related policies and procedures as required.
9. Update MSDS material on the corporate intranet and ensure copies are available for distribution to Paramedic Stations.
10. Liaise with internal divisions/departments as required to follow up on issues.
11. Receive subpoenas and requests for information related to investigations.
12. Maintain/track/monitor issuance and ordering of all Paramedic Services uniforms inclusive of new hire employees.
13. Monitor uniform and safety equipment inventory levels and place orders with suppliers as required.
14. Perform inventory counts / checks twice a year.
15. Create and maintain spreadsheets to reconcile monthly oxygen deliveries and invoices.
16. Create and maintain spreadsheets to process monthly fuel card payments for CSPS fleet.
17. Meet with suppliers to discuss uniforms requirements as needed.
18. First line contact for supplier contract administration.
19. Monitor and provide approval for all paramedic uniform alteration requests.
20. Ability to create, edit and receive purchase orders for Paramedic Services.
21. Provide administrative support for the Honour Guard and for the Joint Health & Safety Committee (JHSC), Paramedic Services Equipment Committee and Paramedic Services Green Team.
22. Monitor and maintain resignation process.
23. Provide administrative leadership.
24. Participate in committees as required.
25. Attend meetings during and after business hours as required.
26. Perform other duties as assigned.
27. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
28. 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.