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Office Assistant

3 months ago

Sudbury, Ontario, Canada Public Health Sudbury & Districts Full time
Office Assistant (Bilingual in French) # Job opportunity)Full-time Permanent-Recruitment # CUPE)Division: Health Promotion and Vaccine Preventable DiseasesLocation: Sudbury Office – 1300 Paris St., SudburyFully On-site: The position requires 100% on-site placement; it is operationally dependent based on established criteria. Remote work is not an option.Additional benefits:
  • Vacation entitlement (starts at 3 weeks)
  • Additional statutory holidays
  • Employee Assistance Program
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 Promotion and Vaccine Preventable Diseases 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

Responsibilities:
  • 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.
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.
  • Advanced oral and Witten proficiency in both official languages is required.
    • Testing will be completed.
  • 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.
  • Ministry of Labour "Worker Health and Safety Awareness in 4 Steps" training certificate is required.

Human Resources, Corporate Services Division
Public Health Sudbury & Districts
1300 Paris Street, Sudbury, ON P3E 3A3

Please include the recruitment number in the subject line.
Please include cover letter and resumé in one PDF or Word document.

Tel: , ext. 570
Fax:

This item was last modified on April 10, 2024

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