Office Assistant #24-187 (Job opportunity)

at  Public Health Sudbury Districts

POSITION SUMMARY:

We are currently seeking a highly motivated professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.
Reporting to the Administrative Assistant, Health Protection Division, the Office Assistant is an integral member of a multidisciplinary team who provides a variety of administrative support services necessary to the efficient functioning of the Division.

REQUIREMENTS:

• Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
• Minimum of one year relevant experience.
• Demonstrated advanced proficiency in computer software applications including all applications in Microsoft Office.
• Keyboard skills of 50 words per minute with accuracy.
• Ability to set priorities and meet deadlines of the position.
• Strong interpersonal and communication skills.
• Ability to problem solve, manage, and organize multiple tasks/projects.
• Ability to complete assignments with accuracy and attention to details is essential.
• Ability to work with minimum supervision, problem solve, and be an effective team member.
• Meticulous record maintenance skills with the ability to maintain filing systems and applicable databases.
• Excellent writing skills, including proper spelling, grammar, and punctuation.
• Knowledge of customer service principles and practices.
• Preference will be given to candidates with minute taking experience.
• Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance for whom this is required.
• Ability to provide two acceptable identity documents in order to be enrolled/registered in eHealth Ontario (Acceptable identity documents).
• Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

• Participates in relevant agency committees/meetings and records minutes.
• Types, formats, and proofreads correspondence and documents in a clear, accurate, and concise manner.
• Maintains confidentiality and/or security of information.
• Provides assistance with divisional/team/program records and information management and retention functions.
• Assists with event planning by making arrangements for catering, venue/facility, audio-visual equipment requirements, room set-up, etc.
• Operates the office and technical equipment to achieve required results and troubleshoots problems as required.
• Provides support and guidance to team members on relevant computer software systems and applications.
• Answers telephone calls, redirects telephone calls when appropriate, and assists the caller with requests and provides the necessary follow-up.
• Schedules and confirms client appointments.
• Communicates with staff, suppliers, external agencies, and the general public with tact and professionalism.
• Acts as backup for Intake and other Office Assistants within the agency.
• Assists with the orientation of staff, students, and volunteers as required.
• Prepares client charts.
• Compiles, tabulates, and prepares statistical data and runs reports as required.
• Sorts and distributes mail.