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Office Coordinator

2 weeks ago

Surrey, Canada Fraser Health Full time

Salary range: The salary range for this position is CAD $28.80 - $30.53 / hour Why Fraser Health?:
Curious to learn what it’s like to work here? **Connect with us**

Detailed Overview: Reporting to the Manager or designate, performs a variety of administrative support functions for assigned program area such as providing input into the development and evaluation of programs, policies, procedures and standards, processing and tracking contracts and monitoring expenditure; performs word processing duties, compiles information and prepares reports; supervises assigned administrative support staff; participates in performance management, recruitment and selection, attendance management, discipline and training. Liaises with a variety of internal and external individuals, departments and organizations. Responsibilities:

- Supervises designated staff by performing duties such as assigning work, determining work priorities and allocating work accordingly; monitors performance and provides feedback to staff; prepares and/or participates in performance appraisals in conjunction with the Manager; orients new staff and determines training requirements.
- Performs payroll functions as required such as maintaining time keeping and attendance records, reviewing timesheets for accuracy, entering data into computerized payroll systems, verifying input data, distributing paycheque/stub to employees and investigating and responding to employee inquiries related to payroll.
- Maintains administrative and/or program staff work schedules as required including scheduling and monitoring leaves for administrative staff, coordinating vacation schedules, pre-approving and tracking extended leave requests, and monitoring leave entitlements. Resolves staffing problems as required, including calling in administrative and/or program staff to ensure appropriate staffing levels. Gathers, compiles and/or prepares reports on administrative and/or program staffing information for the Manager; follows up on attendance management issues with the Manager.
- Prepares purchase orders and/or requisitions for office supplies and equipment and forwards for approval; verifies codes and calculations, tracks invoices, follows up on discrepancies, and contacts others for correction of errors. Investigates invoice anomalies and damaged shipments as required. Maintains a petty cash fund.
- Provides Program Manager with day-to-day financial information with regards to program and supply costs for the purpose of monitoring expenditures against budget allocations; prepares related reports as requested by the Manager.
- Provides support to the Manager in processing and tracking of contracts. Provides and/or obtains general information to/from contractors and Finance Department. Provides Manager with up-to-date files on all contracted services held within the office; forwards financial statements provided by all funded Agencies. Tracks progress of contracts and amendments through the signing process and routing them to the appropriate authorities.
- Provides administrative/clerical support to the program by performing duties such as developing and maintaining record keeping/filing systems, screening and prioritizing incoming mail, managing schedules, arranging meetings, taking minutes, composing correspondence and coordinating services according to priorities.
- Provides input into the development, maintenance and evaluation of office and clerical support work processes, methods and procedures. Identifies quality improvement activities within the office, makes recommendations to the Manager and implements changes. Provides advice and guidance to department staff on administrative policies and procedures.
- Monitors maintenance of the facility and its equipment by consulting with users regarding requirements, contacting suppliers to obtain information such as price, source of supply, delivery date, and informing user departments. Researches solutions and provides input to the Manager. Arranges for on-going building maintenance and repairs as required. Maintains building security by monitoring key distribution/ access cards; ensures staff and outside agencies are aware of alarm system and security procedures.
- Liaises with computer technical support services to ensure timely servicing of computer equipment; provides informal training to department staff on the use of equipment and software and acts as a resource.
- Receives and logs Freedom of Information Requests and Consent for Release of Information Requests; forwards requests to appropriate staff, maintains related records.
- Answers inquiries and addresses issues by telephone and in person from a variety of sources such as clients, doctors' offices, the Workers' Compensation Board, staff, and the public.
- Participates in meetings or on committees on behalf of the program, Manager and/or unit as scheduled or as required by the Manager.
- Performs duties associated with First Aide Attendant - level 1 c