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Office Assistant

2 weeks ago

Greater Sudbury, Canada Public Health Sudbury & Districts Full time

Home » Join Us » Current employment opportunities » Office Assistant (Data) #23-149 (Job opportunity)

**Office Assistant (Data) #23-149 (Job opportunity)**:
**Full-time Permanent -Recruitment #23-149 (CUPE)**:
**Division: Health Protection**:
**Location: Main Office - 1300 Paris St., Sudbury**:
***Work Location Arrangement: Fully On-site - the position requires 100% on-site placement; it is operationally dependent based on established criteria; remote work is not an option.**:
**Salary: $25.18 - $28.82 per hour (as per CUPE collective agreement)**:
**Position summary**:
We are currently seeking a highly motivated Office Assistant professional to contribute to our organizational mission of working with our communities to promote and protect health and prevent disease.

Reporting to the Administrative Assistant, the Office Assistant Data Entry works closely with the Control of Infectious Diseases and Vaccine Preventable Diseases program staff and supports the Manager by providing daily, weekly and monthly vaccine data reports and is responsible for submitting monthly billings to the Ministry of Health.

The Office Assistant Data Entry is also responsible for maintaining and building relationships with community partners including doctors, Indigenous Health Centres, walk-in clinics, office administrators, school boards, district office staff, and Public Health Nurses working in the Control of Infectious Diseases and Vaccine Preventable Diseases programs.

This assignment also performs the function of back up for the Office Assistant Data Entry responsible for vaccine inventory as well as Intake, Office Assistants

**Responsibilities**:

- Provides general support to the division/agency.
- Maintains confidentiality and/or security of information.
- Communicates clearly, appropriately and effectively with the public and staff in a courteous and tactful manner.
- Provides/directs required or relevant information to appropriate individuals on an ongoing basis and refers non-routine requests to the appropriate staff.
- Inputs information, types, proofreads, and formats correspondence and documents in a clear, accurate, and concise manner.
- Operates office machinery, audio-visual equipment, etc., to achieve required results and troubleshoots problems as required.
- Records minutes at meetings as required.
- Maintains paper and electronic records/files/databases.
- Compiles, tabulates, and prepares statistical data and runs reports as required.
- Works cooperatively and effectively with team members, other staff, and suppliers.
- Attends meetings and participates on relevant agency committees as assigned.
- Assists with planning and preparation of activities/events including registrations, catering arrangements, facility and equipment bookings, etc.
- Contributes to the development of program plans and develops, plans, implements, coordinates, and evaluates assigned projects in consultation with the manager and other team members as required.
- Participates in the orientation of staff, students, volunteers, and others as required.
- Provides input into the budget process upon request.
- Supports the division as SharePoint super user.
- Supports the division as Record Steward.
- Participates in the development of the agency’s strategic plan, goals, objectives, and program/service activities as required.
- Reflects agency’s mission, vision and strategic priorities in day-to-day work.
- Understands and incorporates the social determinants of health in programming.
- Provides input for the ongoing development of program policies and procedures at the agency, division, program, and team level.
- Works collaboratively as a multidisciplinary team member that may include students and volunteers, to meet established goals and objectives.
- Keeps direct supervisor up-to-date on salient events and issues related to assigned responsibilities. This may include divisional monthly and annual reports.
- Demonstrates professional conduct and communication in interactions with others.
- Demonstrates strong interpersonal skills including effective problem solving, conflict resolution, negotiation, and mediation skills.
- Maintains professional competence via appropriate continuing education and self-directed study.
- Focuses on building community relationships, networks and coalitions, and provides consultation specific to agency programs.
- Applies appropriate technology to comprehensive programming (i.e. use of computerized health information and resources).
- Understands and implements procedures for proper collection, creation, storage, access, retention, and disposal of records.
- In a public health response, employees may be temporarily assigned alternate duties which do not exceed the qualifications, skills and abilities of the individual.

**Requirements**:

- Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
- Mini