Office Assistant

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**Office Assistant (Data) #25-118 (Job opportunity)**:
**Full-time Permanent -Recruitment #25-118 (CUPE)**:
**Division: Health Promotion and Vaccine Preventable Diseases Division**:
**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: $27.05 - $30.97 per hour (as per CUPE collective agreement)**:
**Additional Benefits**:

- Comprehensive benefit plan
- Ontario Municipal Employees’ Retirement System (OMERS) pension plan
- Vacation entitlement (starts at 3 weeks)
- Additional statutory holidays
- Employee Assistance Program

**Position summary**:
Reporting to the Administrative Assistant, the Office Assistant - Data Entry provides a range of support services essential to the efficient operation of the assigned division, in alignment with the agency’s policies and requirements.

This role plays a key part in supporting the Administrative Assistant, as well as the clinical program staff and managers within the HPVPD Division. Responsibilities include responding to internal and external client inquiries, managing confidential correspondence and records, and processing program-related data.

The position supports the functions of the Vaccine Preventable Diseases, Healthy Babies Healthy Children, and Oral Health teams, with a primary focus on data entry, database management, vaccine inventory support, clerical tasks, answering phones, records management, and handling confidential documentation.

This assignment will also include training to provide coverage for other Office Assistant roles, including the Office Assistant - Intake and Office Assistant - Division.

**Responsibilities**:

- Inputs information, types, proofreads, and formats correspondence and documents according to agency standards and policies in a clear, accurate, and concise manner.
- Operates office technology, audio-visual equipment, etc., to achieve required results and troubleshoots problems as required.
- Acts as a recorder for committees along with associated tasks and functions required to conduct meetings.
- Maintains paper and electronic records/files/databases according to agency policies and procedures.
- Compiles, tabulates, and prepares statistical data and runs reports as required.
- Works cooperatively and effectively with team members, other staff, and external partners.
- 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.
- Participates in the orientation of staff, students, volunteers, and others as required.
- Supports the team/division as a super user as assigned.
- Supports the team/division as a Record Steward as assigned.
- May be required to provide support or back-up in other positions as needed.

**Requirements**:

- Successful completion of a post-secondary certificate or diploma in Office Administration or similar discipline or equivalent in education and experience.
- Minimum of one year relevant experience.
- Advanced oral and written fluency in both official languages is an assest.
- Demonstrated ability to communicate clearly, appropriately, and effectively with the public and staff in a courteous and tactful manner.
- Must possess knowledge and ability to maintain inventory.
- Ability to compile, tabulate and prepare statistical data and run reports as required.
- Demonstrated ability to enter and manipulate a large amount of data with superior accuracy and attention to detail.
- Excellent administrative, time management and organization/planning skills.
- Strong attention to detail and accuracy in completing assignments.
- Ability to work with mínimal supervision in a busy environment while setting priorities and meeting deadlines.
- Demonstrated strong interpersonal skills, with strength in problem solving and conflict resolution.
- Maintains current Ontario driver’s license and has access to a reliable vehicle with agency required insurance.
- Experience in managing records and proficiency with SharePoint is an asset.
- Ability to provide two acceptable identity documents in order to be enrolled/registered in eHealth Ontario.
- Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

**Send resumés with cover letter to**:
Human Resources, Corporate Services Division
Public Health Sudbury & Districts
1300 Paris Street, Sudbury, ON P3E 3A3

Please include cover letter and resumé in one PDF or Word document.

Tel: 705.522.9200, ext. 570
Fax: 705.522.5182

**Application deadline**:
Wednesday, April 16, 2025, at 4:30 pm

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This item was last modified on April 10, 2025

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