Confidential Secretary

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
Position Overview
Provide confidential administrative and clerical support to the Senior Services Management team. Responsible for assisting with budgetary, labour relations, financial and additional support in the way of scheduling and payroll for LMV.

**Responsibilities**:
**Program Support**:

- Maintain and update policy and procedure manuals
- Organize special projects yearly (i.e. Staff Appreciation Night etc.)
- Update Dietary Sheets on a weekly basis
- Develop and distribute Job Posting Requests to HR
- Provide direction, guidance, instruction, scheduling and troubleshooting for senior management and employees
- Conduct new admission agreements with residents and family members
- Perform new employee sign-on and orientations
- Coordinate and assist in the interviewing process
- Coordinate and sets-up the Wandering Resident System and Swipe Card Access system

**Financial**:

- Manage family/resident billing inquiries
- Handle and receive accommodation payments made by residents and/or family members
- Submit requisition forms to Finance for office supplies (stocked items)
- Filling out rate reduction forms for eligible residents

**Administrative/Clerical Duties**:

- Responsible for receiving, recording and distributing of all departmental correspondence (i.e. invoices, cheques, budgets, grievances etc.)
- Distribute mail from courier drivers to appropriate departments
- Record, transcribe and distribute meeting agendas and minutes
- Respond to inquiries from staff, outside organizations and family members
- Manage and updates the employee records management system (NLL)
- Maintain upkeep of printer and photocopier
- Track and monitor performance appraisals (Outstanding and Upcoming)
- Research and compile information for budget development
- Record, track and analyze Health and Safety Incident/Accident reports
- Advise the departmental manager of any irregularities or problems, which may arise in areas of assigned responsibility
- Perform reception duties for the department
- Other related duties as assigned

**General**:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

**Direct Supervision**: None

**Indirect Supervision**: None

**Functional Authority**: Provides direction, guidance and advice on technical issues and services to employees, general public, residents, family members and outside agencies

**Qualifications**:
**Minimum Formal Education**:

- Secondary school graduation (grade 12) plus 1 year post secondary in Office Administration or equivalent

**Experience**:

- 2 years experience within an office setting with 1 year municipal experience
- Knowledge and experience with the Ministry of Health Standards policies and procedures and Resident Bill of Rights
- Proficient in all Microsoft programs including experience with computer software programs
- Must possess diplomacy, tact and communication (verbal and written) skills

A valid Ontario driver’s license and use of a vehicle.