Administrative Assistant MVL PFT

Job Responsibility:

THE UNITED COUNTIES OF LEEDS AND GRENVILLE

Maple View Lodge

Invites applications for the position of:

Administrative Assistant PFT

Competition: ADMIN001055

Start Date: ASAP

Salary: $30.98 to 36.87 per hour

Location: Maple View Lodge, Athens, Ontario

Shift: Days

Position Summary:

Reporting directly to the Director, and indirectly to the Director of Care, the Administrative Assistant, is responsible for providing administrative support to the Director and management team of Maple View Lodge.

QUALIFICATIONS

• One-to-two-year College Diploma in Office Administration or related field.
• Minimum one year experience working in an office environment, preferably in a long-term care setting.
• Computer literate of all software, word processing applications, and relevant technologies utilized at Maple View Lodge; highly developed keyboarding and typing skills.
• Sound knowledge of office procedures to carry out a full range of duties.
• Ability to maintain an active and complex filing system.
• Working knowledge of staff scheduling and call-in procedures (e.g. UKG) in accordance with organizational policies and procedures and collective agreements.
• Familiarity and proficiency in the use of all office equipment.
• Ability to set priorities, manage a heavy workload, undertake multiple tasks concurrently and meet deadlines.
• Possess a comprehensive knowledge of community agencies/organizations which interface with Maple View Lodge.
• Excellent organizational, interpersonal, project/time management and oral and written communication skills.

Qualifications - Cont'd

• Demonstrated ability to accommodate competing demands and determine priorities.
• Demonstrated understanding and ability to maintain confidentiality for the home, residents and staff.
• Ability to work independently and within a team-delivered organizational model.
• Ability to demonstrate sensitivity and responsiveness to the needs of those served by Maple View Lodge.
• Ability to work flexible hours, including some evenings and weekends.
• The possession and maintenance of a valid driver's license and access to a vehicle is required

Position Responsibilities

• Perform the responsibilities of the position within the legislative and regulatory standards set out in the applicable provincial and municipal acts. Perform the responsibilities of the position consistent with the operational policies of the United Counties of Leeds and Grenville.

• Provide professional and efficient administrative support to the Director and management team as requested/required.

• Provide general reception assistance; maintain the telephone system, answer general inquiries and direct visitors to appropriate staff/resident. Resolve potential conflict and provide assistance to the public in a tactful and composed manner.

• Provide administrative support to management/supervisory staff, Maple View Lodge, including:

• As directed, prepare various business correspondence (e.g. Council reports (non-confidential), letters, memos, newsletters, proposals, business plans, etc.);
• Preparation of related documentation and coordination of various departmental committee meetings (e.g. creation of agendas, taking, creating and distribution of minutes, meeting follow-up, etc.);
• Maintain policy/procedure library, formatting, updating, and posting, as requested/required.
• Coordinate/make meeting/travel arrangements for management staff (e.g. meeting registration, train/hotel bookings, etc.).
• Maintain a team calendar of events and meetings pertaining to the administrative office as well as the offices of management staff, as requested.
• Responsible for internal/external mail (including newspaper); daily pick up/delivery mail from/to Canada Post; open, date stamp/initial, distribute mail as required (including residents); coordinate courier packages if/when required.

Position Responsibilities - Cont'd

• As directed, prepare, distribute and collect annual service agreements, Memoranda of Understanding, etc.
• Responsible for the maintenance and reconciliation of the petty cash float, resident trust funds and resident personal needs allowance monies, in conjunction with Corporate Finance.
• Process accounts payable invoices and forward to Corporate Finance for payment.
• Assist the Maintenance Supervisor in the quotation and tender process, as required.
• Complete filing for departments, maintaining electronic and paper file systems.
• Develop and maintain a bring-forward system for management staff; follow-up as required.
• Provide assistance and/or coordination as it relates to special events (e.g. annual meetings, resident events, special assignments, projects) as requested.
• As directed, gather and prepare monthly statistical information (e.g. PointClick Care, etc.), as required.
• As directed, coordinate purchase of supplies, equipment and services. Work with Human Resources as relates to the purchase of staff ergonomic equipment.
• Coordinate the purchase and receipting of meal tickets and hairdresser gift certificates.

5. Assist in the admissions process, meeting with the resident/family/POA to complete the financial portion of the admission process; complete and forward resident rate reduction and billing information to Corporate Finance for processing.

6. Coordinate the new staff onboarding day (e.g. invitations to new staff, SURGE training set up and tracking, attending day to ensure everything runs smoothly; present the administration portion (e.g. UKG scheduling, payroll/time-cards, etc.) to new staff.

7. Provide back-up to the other Administrative Assistant, as required.

8. Provide occasional back-up to the Scheduler, as requested/required, contacting staff to fill shift vacancies.

9. Provide tours of the facility to residents, families and the public when requested/required.

10. Maintain updated knowledge of all applicable legislation relating specific to the tasks and responsibilities of the Administrative Assistant position.

11. Ensure divisional policies, procedures and best practices are adhered to. Ensure the highest level of professional standards are met and maintained, ensuring confidentiality at all times.

Position Responsibilities - Cont'd

12 . Protect own health and health of others by adopting safe work practices (report unsafe conditions immediately). Attend all relevant in-house services regarding Occupational Health and Safety and follow guidelines for employees and employers, as legislated under the Ontario Occupational Health and Safety Act.

13. Maintain a high level of respect and confidentiality for the organization, as per the Freedom of Information and Protection and Privacy Act (FIPPA).

14. As set out for the United Counties of Leeds and Grenville's Peacetime Emergency Plan, perform duties upon the declaration of a peacetime State of Emergency.

15. Other related duties, as requested and/or required.

The foregoing reflects the general duties necessary to describe the principal functions of the job identified, and shall not be construed to be all of the work requirements that may be inherent in this classification

How to apply:

Please quote Requisition ADMIN001055 Administrative Assistant MVl PFT and apply with cover letter and resume to the job posting on the Careers section of our website at View our Job Opportunities.

The United Counties of Leeds and Grenville is committed to providing a recruitment and selection process that is both inclusive and free from barriers. Accommodations for job applicants with disabilities are available upon request, and will be provided in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

Applicants are required, in advance, to make any accommodation request known to Human Resources by contacting the department at View phone number on ca.edajobs.com or by using the Bell Relay Service. Human Resources will strive to provide reasonable and appropriate accommodation for all applicants, during the recruitment and selection process, which will ensure the process is conducted in a fair and equitable manner.

We thank all applicants for applying, however, only those selected for an interview will be contacted. Applicant information is collected under the Municipal Freedom of Information and Protection of Privacy Act, will only be used for this purpose and will be retained for a maximum twelve month period.