Administrative Secretary/Timekeeper

le contenu du travail

Job Summary

Within the context of a client and family-centered care model and in accordance with established vision and values of the organization, works as part of an interdisciplinary team to provide administrative and secretarial program support. Coordinates the workflow of assigned area. Types a variety of technical and non-technical material, correspondence, reports and presentations utilizing word processing, spreadsheet and presentation software. Answers telephone and greets visitors, responding to general inquiries. Screens, prioritizes and redirects incoming and outgoing letter and electronic mail. Maintains calendars for team members, scheduling appointments and arranging meetings. Attends meetings to take minutes, types and distributes agendas and minutes, and follows up on action items. Creates various weekly lists/schedules and maintains timekeeping records for designated staff. Compiles and maintains a variety of statistical information for analysis and generates reports. Sets up and maintains filing systems.

Duties & Responsibilities

• Screens and prioritizes incoming material for the attention of appropriate personnel and responds to routine inquiries and material by composing or drafting correspondence.
• Types a variety of technical and non-technical material such as correspondence, forms, graphs memos, minutes, agendas, notices, reports and spreadsheets from handwritten draft or dictation utilizing various word processing and spreadsheet software packages, creating files, enhancing reports and presentation material, editing for stylistic consistency and distributing material as required.
• Identifies inconsistencies in processes, recommends changes, develops forms for approval to streamline workflow and revises departmental procedures by drafting and typing for approval. Coordinates workflow of the unit by establishing schedules and organizing operating procedures and ensures completion of work.
• Answers telephone, greets and redirects visitors, responds to queries, takes/relays messages and/or redirects callers to appropriate personal or area.
• Maintains appointment calendars for team members by determining the urgency of requests, scheduling appointments and arranging meetings, altering schedules when deemed necessary, notifying participants and booking rooms and equipment. Makes travel arrangements as required.
• Attends departmental and other team meetings to gather, type and distribute agenda items, provide secretarial support, prepares minutes/reports and take follow up action as required.
• Maintains timekeeping records for staff by methods such receiving daily timesheets from supervisory staff, coding, and entering information into on-line Payroll System and checking entries for accuracy. Liaises with payroll on resolving issues such as changes in timekeeping procedures and employee inquiries.
• Maintains on-call lists and schedules by entering data into spreadsheet and making changes as requested. Prints and distributes updated list to designated team members.
• Monitors departmental level of office supplies and equipment and completes purchase requisitions for authorization.
• Sets-up and maintains filing and distribution systems for a variety of records and files such as manuals, correspondence, worksheets and reports by methods such as indexing binders/logs, creating and labeling files and filing material as appropriate.
• Operates office equipment such as photocopiers, shredder and fax machine and carries out minor maintenance, such as loading paper and removing paper jams. Refers further maintenance to appropriate personnel.
• Compiles statistics through methods such as gathering information, inputting data, performing simple arithmetic calculations such as adding and multiplying, preparing summary reports using manual/computerized spreadsheets, printing and forwarding to designated personnel according to established procedures.
• Receives and processes requests such as vacation, leaves of absence, terminations, reimbursement for travel or other expenses by preparing appropriate documentation and forwarding to appropriate authority for approval.
• Processes requisitions for employees, such as employee security access to computer and voicemail systems, door keys and codes. Liaises with security and information service personnel to resolve related problems. Completes on-line requests for maintenance work and ensures completion.
• Performs other related duties as assigned.
  

Qualifications

Education, Training, and Experience

Grade 12, graduation from a recognized secretarial program, plus three years’ recent related experience or an equivalent combination of education, training and experience.