Program Secretary

7 months ago

Hamilton, Canada City of Hamilton Full time

**About the City of Hamilton**

**Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometres of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason**

**JOB POSTING**

JOB ID #: 21711

Program Secretary - PHS
Healthy & Safe Communities
Medical Officer of Health
100 Main St. W.

NUMBER OF VACANCIES: 1 Full-Time Temporary

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: F
- SALARY/HOUR: $31.081 - $33.784 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Time Temporary for up to 12 months.

Job Description ID #: A9638

SUMMARY OF DUTIES

Reporting to a Manager, Mental Well-Being and Substance Use, this position provides administrative and clerical support to management and staff in public health services. This position performs a variety of duties including: absence reporting, preparing bank deposits and issuing receipts, preparing cheque requisitions, request for invoice, purchase order requisitions, processing procurement card purchases, replenishing and balancing petty cash reimbursements, entering data (e.g. orders, attendance, etc.), producing and updating documents and program forms, data entry into provincial databases, creating and maintaining confidential client health records, receiving and processing referrals from the public, community service providers and doctors’ offices and providing direct client service, logístical and administrative support for public health programs and services. It may also include inventory management and other administrative duties as assigned.

GENERAL DUTIES

Processes invoices, conferences and travel forms, education and training paperwork cheque requisitions, request for invoices, petty cash reimbursements, bank deposits, purchase order requisitions, Ministry billings, and procurement card purchases. Maintains and reports attendance for programs. Tracks payments, orders, and inventory management of safe contents.

Prepares cheque and payment requisitions, request for invoices, purchase order requisitions, education and training paperwork, requests for invoices, procurement card account distributions, petty cash reimbursements, bank deposits for approval and processing.

Reviews invoices for accuracy, assists Program Manager with reconciling transaction discrepancies with Finance and Administration staff.

Orders clinic and program supplies. Inventory management of safe contents.

Maintains weekly absence reporting for the team and vacation schedule.

Assists Program manager with reconciling financial transactions and prepares requests for journal entries with manager approval. Conducts queries in PeopleSoft to confirm invoice payments.

Complies with all City purchasing and cash handling policies, procedures and limits.

Maintains strong professional working relationships with vendors and suppliers such as clinic supply companies.

Assists with the compilation of participant class and workshop materials, facilitator guides and presentation slide decks.

Prepares and processes outgoing mail to both internal and external recipients and maintains current mailing lists.

Types and word processes correspondence, agendas, minutes and reports of a general, confidential and technical nature as required.

Prepares and receives intake forms, verifies client information and enters data into MOHLTC and Public Health Services databases with a high degree of integrity and respect for privacy.

Receives, answers inquiries from staff, other departments and public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution if necessary.

Receives incoming referrals from community groups and organizations and doctors’ offices. Determines urgency of referral and re-routes to appropriate professional staff.

Compiles caseload, team referrals and program and related statistics and reports

Supports clinic operations through handling clinic logistics and administration such as: client registration, scheduling follow-up appointments, creating client charts, maintaining filing of confidential health records and data entering clinic statistics.

Administers and schedules public health workshops and classes, processes participant registration, compiles evaluations and issues certificates to participants.

Schedules the pick-up and delivery of laboratory specimens.

Provides coverage for PHS Reception.

Performs other duties as assigned which are

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