Building Services Office Assistant

**Division**:
Long Term Care Homes

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

**JOB SUMMARY**:
Provides administrative support, including but not limited to; maintaining and updating central and home specific databases, supporting staff scheduling and replacement, supporting capital and operational procurement practices, and general support to the respective manager for related Seniors Services functions at all applicable locations.

QUALIFICATIONS

EDUCATION
- Completion of Grade 12 or equivalent
- College Diploma or Certificate program in Office Administration, Business or equivalent combination of education, training, and experience; plus
- Additional training in software courses including databases, spreadsheets, and word processing

KNOWLEDGE/EXPERIENCE
- Minimum of 1 year of experience in an office administration, accounting or related position in a similar environment
- Long Term Care (or similar) experience is an asset

SKILLS
- Strong skills in Microsoft Office, Excel, Intranet/SharePoint/Collaboration sites, and PeopleSoft Financials (or ERP system)
- Knowledge of Maintenance Care (or similar computerized Maintenance Management system)
- Detail oriented with excellent organizational and time management skills
- Excellent communication, interpersonal, and customer services skills (written and oral)
- Familiar with scheduling staff in a 24/7 operation

SPECIAL CONDITIONS
- May be required to travel to other office locations or community locations for meetings/training as assigned
- An annual influenza vaccination is recommended
- In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Vulnerable Sector Canadian Police Clearance Certificate
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RESPONSIBILITIES
- Support Building Services preventative maintenance and related maintenance systems and inventories and service recording systems (e.g., online inventory, barcoding, supporting homes with equipment inventory coordination, maintenance requisition service data and reports, etc.)
- Maintain and update all homes Emergency Measures Manuals and Fire Safety Plans policy manuals as directed (e.g., prepare updates and sign off sheets for LTC homes to distribute, maintain, provide updates for central databases)
- Assist with the preparation of operating and capital budgets and budget variance analysis
- Review periodic financial statements and related data and summarize for the respective Manager/Supervisor
- Assist Manager/Supervisor with staff schedules, including staff redeployment and replacement, as required
- Assist with expediting the provision of services and the delivery of materials from contractors and suppliers, as needed
- Assist with product/service orders and routine follow-up with vendors and contractors
- Ensure that urgent communications are redirected to appropriate managers and staff and to support identification of contractors, trades people and suppliers
- Support Manager/Supervisor with Human Resources related functions including:

- Assist manager/supervisor as well as staff, in the completion of WSIB, Human Resources, Payroll or related forms for as required and/or directed
- Review and recommend staff requests for schedule changes
- Assist with completion of staff requisitions, as required
- Assist with Co-ordinating vacation schedules
- Maintain Time Off Request Calendar
- Support Manager/Supervisor with purchasing related functions including:

- Set up accounts in PeopleSoft Financials
- Prepare purchase orders
- Run financial reports
- Schedule meetings, develop agendas and record and distribute minutes for a number of meetings chair