Administrative Support Clerk

Detailed Overview: Reporting to the Coordinator, Information & Health Records, this position provides administrative support by performing duties such as providing reception services, typing material utilizing wordprocessing software, setting-up and maintaining filing systems, processing incoming and outgoing mail, faxes, reports/records, internal and courier documents, arranging meetings, operating office equipment, and assisting with the intake of clients. Deals with matters of a confidential nature for a number of disciplines within the area. Responsibilities:

- Provides reception services by performing duties such as operating a multi-line switchboard or phone, answering/directing incoming calls for staff, taking messages, answering routine inquiries and providing information of a general nature, screening calls to determine urgency and referring appropriately, and receiving visitors.
- Assists with client intake by performing duties such as obtaining client information, completing required documentation, scheduling and confirming client appointments, and maintaining waiting lists.
- Types material from handwritten draft or from general instruction such as correspondence, reports and documents, utilizing various wordprocessing software and computerized systems.
- 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.
- Prepares various informational/resource packages by designing, updating, photocopying and collating packages/brochures for distribution to the patient and/or family or agencies.
- Collects and enters data into computerized systems. Ensures data is kept up to date by gathering, compiling, and retrieving information as required and printing related reports.
- Maintains the client and administrative filing system, according to policies and procedures designed to protect confidentiality for a variety of records, such as correspondence, reports, minutes, directories and personnel information by performing duties such as creating and labeling files, developing forms, indexing materials and filing.
- Processes incoming and outgoing mail, faxes, reports/records, and internal and courier documents by performing duties such as receiving, recording, date stamping, sorting and distributing mail to appropriate personnel and preparing outgoing mail for pickup as required. Signs for receipt of packages and shipments.
- Operates office equipment such as photocopiers, shredders, and fax machines and carries out minor maintenance such as loading paper, removing paper jams, cleaning glass, and changing toner cartridges.
- Arranges meetings/special functions as directed by performing duties such as booking meeting rooms, arranging catering, contacting appropriate personnel, sending invitations, typing and circulating notices and/or agendas from written drafts, and recording and distributing minutes.
- Maintains stationary, office supplies, and resources according to pre-determined levels by methods such as photocopying, completing requisitions for signature, and forwarding approved requisition to appropriate personnel.
- Performs other related duties as required.

Qualifications:
**Education and Experience**

Grade 12, plus one year of recent related office/clerical experience or an equivalent combination of education training and experience.

**Skills and Abilities**
- Demonstrated ability to communicate effectively both verbally and in writing.
- Demonstrated ability to deal effectively with others.
- Demonstrated ability to exercise sound judgement.
- Demonstrated ability to organize work and establish workload priorities in collaboration with others.
- Demonstrated ability to take initiative.
- Demonstrated ability to work independently and in collaboration with others.
- Demonstrated ability to type 40 wpm.
- Demonstrated ability to use applicable computer equipment and software.
- Comprehensive knowledge of relevant acts, regulations, programs, policies and procedures.
- Ability to operate related equipment.
- Physical ability to perform the duties of the position.