Business Assistant (HYBRID)

at  Workplace Safety and Insurance Board

Provide program support and assistance to the supervisor and his/her team in the resolution of multi-faceted issues as related to front line services, staff issues as well as across the WSIB.
Coordinate and manage the budgeting process on behalf of the supervisor and monitor, analyze and report on monthly, quarterly and biannual actuals versus forecast during the budget year for the business unit.
Undertake and manage special projects or studies to facilitate action and/or decision-making relative to cluster/divisional/branch activities or human resources issues.

JOB REQUIREMENTS:

• Education (Level and Specialty / Discipline):
• College diploma
• Experience (Years of Related Experience and Type of Experience):
• 3 years

• Provide support and assistance to supervisor and management team to facilitate the administration of day-to-day activities by:
• responding to complaints, identifying issues including sensitive or high profile issues, and resolving or expediting resolution of issues
• following up on outstanding action points, issues, projects and assigning activities/projects to appropriate parties while ensuring completion or resolution
• preparing correspondences, memos for supervisor’s approval, as well as status reports on various activities, projects, initiatives
• managing supervisor’s calendar (i.e., meetings and appointments) to ensure no conflicts arise including keeping him/her apprised of all changes
• preparing agenda and organizing material for meetings; up-dating supervisor on current issues as appropriate; may accompany him/her to take minutes of meetings
• Act as a liaison or client contact to internal and external groups to facilitate effective and efficient communication between the divisions/units and other areas of the WSIB, and to resolve or expedite issues and complaints. Respond to or provide general information on programs, services, corporate strategies and initiatives.
• Co-ordinate and prepare the branch’s annual operating and capital budget plan which includes analyzing past and current expenditure trends, anticipating future business needs and forecasting monthly and yearly expenditures; submit recommended budget plan to supervisor for discussion and approval. Monitor and analyze monthly expenses and budget reports and identify and provide variance explanations for any deviances from the original forecast.
• Identify and analyze data requirements for the development of ad hoc or weekly/monthly/quarterly operations reports for cluster/divisional/branch management to monitor trends, individual and branch/divisional performance levels, legislative compliance, etc., providing input as to the types of data to be collected or the best methods of illustration or format. Gather and compile the data from various sources as required, such as on-line computer systems, branch manuals, records, Corporate Data records/systems. Produce reports using software programs such as Lotus Notes, Microsoft Office, Freelance Graphics, Q&A Database, Khalix.
• Participate on committees and in various in-house projects or studies to facilitate action and/or decision making relative to cluster/divisional/branch initiatives, business needs and activities or HR issues which may include research and gathering of background information, as required.
• Liaise with facilities planning and I.S. on issues relating to staff movement and change such as floor design, furniture and lighting requirements, computer hardware and software requirements, security access issues, health and safety issues, in order to facilitate the efficient and effective operation of the unit.
• Act as security administrator to cluster/divisional/branch staff for all on-line computer systems (TSO, Imaging, CICS, ACES, SharePoint, etc.) by ensuring staff have appropriate access to systems as per approved guidelines; resetting passwords, authorizing new/revised security access, authorizing financial profiles for staff and management to process WBS on-line payments, generating violation error reports to monitor and identify misuse or inappropriate attempts to access on-line systems.
• Develop and maintain cluster/divisional/branch SharePoint Site by:
• ensuring that all contact information and outlines are up-to-date
• ensuring that all libraries (document, links, etc.) are updated and fully functioning