Staffing & Administration Clerk (Sunnyside Home)

6 months ago

Kitchener, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Provides reception, staffing, and administrative support to the Division. Schedules replacement staff for scheduled and unscheduled absences at Sunnyside Home. Contacts staff for upcoming shifts due to unscheduledvacancies; fills scheduled vacancies per established protocols, collective agreement, and employment standards legislation.

**Duties/Responsibilities**:

- Performs reception and switchboard services for the Division to residents, families, visitors and staff. Monitors lobby activities; responds to inquiries; redirects calls/messages to resident/staff area. Maintains resident directory.
- Processes paperwork related to schedule changes (e.g., switches, statutory
- holidays, vacation, giveaways, lieu time, availability).
- Inputs changes to scheduled hours to a time and attendance system, for
- verification and approval by management.
- Verifies hours worked and submits to manager for approval. Updates master schedule with changes.
- Collects staff availability data and updates active schedule.
- Liaises with management regarding staffing requirements.
- Responds to staff inquiries regarding distribution of hours, staff availability, and scheduling.
- Prepares staff identification badges.
- Maintains daily staffing roster for resident care, ensuring a full complement of staff.
- Provides administrative support to program areas, including fundraising activities and promotions (e.g., prints materials, takes meeting minutes, books rooms).
- Updates meeting room lists/notices.
- Processes mail and faxes. Distributes newspapers and newsletters.
- Maintains care/custody of keys (e.g., vehicles, gift shop, bar, hairdressing and tuck shop).
- Maintains building binders for policies and procedures (e.g., communication, standby).
- Orders office supplies for the Division within guidelines or for management approval.
- Occasionally contacts community agencies to exchange information.
- Responds to emergency situations as outlined in policies and procedures.
- Performs related duties as assigned.

**Knowledge, Skills & Abilities Required**:

- Knowledge and skill in customer service and administrative, scheduling, payroll processes and procedures, normally acquired through a Grade 12 education plus directly related experience.
- Knowledge of and ability to comply with policies, procedures, collective agreement requirements, and related legislation (e.g., employment standards).
- A tuberculosis (TB) test and annual influenza immunization are required.
- Communication and interpersonal skills to respond pleasantly and professionally to residents, the public, and staff; provide administrative support to program areas; and participate as an effective team member.
- Computer skills with ability to use software such as Microsoft Office, a time and attendance management system, and advanced scheduler.
- Ability to use multiline phone systems.
- Ability to write, proofread, and edit correspondence and related documents (e.g.,notices, thank you cards, minutes).
- Ability to work shifts, weekends, and statutory holidays as scheduled.
- Must provide an acceptable Police Vulnerable Sector Check (Level 3).
- Ability to support and demonstrate the Region’s values.

We thank all applicants in advance; however, we will be corresponding only with those selected for an interview.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.

Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.

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