Administrative Assistant Ii

3 weeks ago

Collingwood, Canada County of Simcoe Full time

Requisition Title
- Administrative Assistant II - Long Term Care
- Close Date
- 13 January 2023
- Contract Type
- Permanent - Full Time
- Location
- Collingwood, ON L9Y 4X1 CA (Primary)- Job Description

***:
The Administrative Assistant II (Long Term Care) is responsible for all office procedures including reception, resident services support, staff support, human resources liaison, accounting, data input, file management and purchase requisitions. As a valued member of Long Term Care and Seniors Services, the Administrative Assistant demonstrates a commitment to Resident Safety by providing quality care in accordance with the organization’s mission and vision.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:
1. Provides key role in customer service responding to inquiries or requests from residents, families, staff, volunteers, service providers and the general public.

2. Receives all incoming telephone calls, direct messages and visitors providing program information and/or assistance and directs them as appropriate.

3. Develop, input and maintain databases related to staff, residents and statistical information. Run reports from this information and distribute to the Home Administrator or Department Heads as required. Report changes to appropriate persons/departments as required.

4. Processes all incomingand outgoing mail.

5. Prepares and coordinates all admissions under the direction of the Administrator or delegate.

6. Facilitate record management and retention process.

7. Provide tours for potential/interested applicants.

8. Monitors office supplies and orders sufficient quantities as required.

9. Calculates, prepares billings and collects all accounts receivables including resident charges for the Home for the Aged program and client fees for the Life Lease and Supportive Housing programs.

10. Maintains resident trust accounts and banking services.

11. Processes employee information related to the conditions of employment (vacation pay, uniforms allowance, benefit coverage, WSIB claims benefits, etc.

12. Responsible for the management of the local area network and provides computer support to all departments.

13. Collect information and prepare required reports.

14. Participate in committees as required.

15. Effectively utilizes all electronic systems provided.

16. Provide clerical and administrative support to the Nursing Departmentas delegated, including processing of mail, monitoring and ordering supplies, filing and file systems, word processing, data entry and minute-taking and distribution.

17. Participates in and demonstrates an understanding of resident safety principles and practices into all day to day activities. Follows all safe work practices and procedures and immediately communicates any activity or action which may constitute a risk to resident safety.

18. Works in compliance with the Occupational Health & Safety Act and the Long Term Care Homes Act, and their regulations in performing duties in a safe manner and follows all County of Simcoe Health & Safety policies, procedures and legislation.

19. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.

20. Provide input into the development of related policies and procedures as required.

21. Perform other duties as assigned.

**CORPORATE COMPETENCIES**:

- Has knowledge of and demonstrated ability in our corporate competencies:
- Acts with the Customer in Mind
- Ensures Accountability
- Continuously Seeks to Improve Work Processes
- Collaborates
- Communicates with Impact
- Is Resilient

**EDUCATION, TECHNICAL SKILLS AND CERTIFICATION**:

- Minimum one (1) year post-secondary diploma in office administration or equivalent to obtain a general knowledge in clerical/office functions.
- Knowledge of medical terminology and medical office procedures is an asset.
- Good interpersonal and communication skills.
- Criminal Records Check with Vulnerable Sector Screening that is less than six (6) months old at time of hire.
- Bilingualism in English and French is considered an asset (Georgian Village only).

**EXPERIENCE**:

- A minimum of three (3) years of varied office experience, including one (1) year as an Administrative Assistant in a Home environment.

**EFFORT**:

- Visual and mental effort required when entering information into the database, preparing reports, etc.

**WORKING CONDITIONS**:

- Regular long term care home environment.
- Work schedule to be determined; may include days, evenings and weekends.
- Salary Grade
- $55,127.00 - $67,061.00
- Union
- Non Union

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.

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