Administrative Assistant 3

3 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 50741

**Job Category**:Administrative

**Division & Section**:Fire Services, Fire Svcs Administrative Services

**Work Location**:TFS Medical Office, 1333 Sheppard Avenue East, Toronto

**Job Type & Duration**:Full-time, Permanent Vacancy

**Salary**:$58,527.00 - $71,958.00

**Shift Information**: Monday to Friday, 35 Hours Per Week

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 04-NOV-2024 to 19-NOV-2024

**Major Responsibilities**:
Reporting to the Division Chief, this position provides a variety of administrative and program related duties, which include:

- Assists with medicals for new recruits.
- Provides support for clinics at Medical Office.
- Receives/sends various faxes such as RTW forms and other documentation.
- Receives, reviews, scans RTWs and sends to various divisions and to HR when required.
- Creates and maintains medical filing, including ongoing retrieval of files and refiling.
- Retrieves information from various sources, including from Quatro for TFS Chief Medical Officer to review.
- Liaises with Chief Medical Officer, Staff Services Coordinators-ATM, and with Division Chief, Staff Services on regular basis.
- Support Medical Office team and Division Chief.
- Produces various reports on a regular and ad hoc basis.
- Assigns modified duties based on a defined set of criteria and well established procedures, under the guidance of the Staff Services Coordinators.
- Manages the modified duty absence line.
- Manages projects as assigned by the Division Chief.
- Prepares and processes a variety of documents including forms, statements, reimbursements, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, e.g. Quatro, reports, etc.
- Prepares and types correspondence, confidential documents, reports and other documents utilizing various software packages.
- Exercises caution and discretion with medical information and other confidential information.
- Opens, reviews and distributes incoming mail and follows up on responses.
- Maintains filing and retrieval systems for various records/documents. Ensures required documentation is distributed to appropriate personnel.
- Researches and provides information in response to inquiries/complaints and exchanges information with all levels of staff, government agencies and records detailed messages.
- Drafts routine correspondence.
- Coordinates meetings, appointments and interviews. Compiles material, prepares agenda and takes and transcribes minutes, as required Proof reads outgoing documents and correspondence and maintains follow up system
- Assists section staff with administration of section programs and activities (e.g. preparing expense accounts).
- Maintains supplies for the unit. Orders and checks the inventory of office equipment, supplies, publications, etc. and ensures levels are maintained.
- Other duties as assigned.

**Key Qualifications**:

- Considerable experience in providing administrative/secretarial support duties to management, some of which must relate to the duties above.
- Experience supporting a small team, preferably within a clinic/medical setting.
- Experience in setting up meetings, taking notes and minutes if required.
- Advanced knowledge of layout and formatting of complex reports, correspondence, charts, tables, committee/council reports, etc.
- Demonstrated track record of successful performance in a similar or related role.
- Demonstrated ability to deal positively and effectively with all levels of staff, the public and officials, in a professional, respectful and civil manner.
- Highly developed customer service and interpersonal skills with a proven ability to deal with people in difficult situations.
- Excellent organizational skills with ability to handle multiple priorities and meet deadlines within a fast-paced environment.
- Strong written and verbal communication skills.
- Able to work with mínimal supervision as part of a larger team; as well as the ability to make sound independent judgment calls, take initiative and know when to seek counsel and advice.
- Ability to exercise discretion in dealing with confidential matters and with management staff.
- Good knowledge of municipal operations, departmental and political issues.
- Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
- Able to work under pressure.
- Able to work positively within a diverse environment.
- Previous medical office experience preferred.

**Note To Current City of Toronto Employees**

**Equity, Diversity and Inclusion**

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

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