Scheduling & Records Assistant

:
**General Information**:
**ONTARIO HUMAN RIGHTS CODE**: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:

- Photos
- Any certificates that have photo identification
- Driver’s licences
- Police records checks

**ACCOMMODATION**: Reasonable accommodations are available upon request for all parts of the recruitment process.

**PRIVACY**:Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866

Application forms must reference the competition number and be submitted to Human Resources by 11:59 p.m. on the closing date.

**Job Description**:
***: Under the general supervision of the Superintendent Administrative Services, provides scheduling support, payroll support, assists with accounting functions and performs customer service and reception duties for the division.

**MAJOR RESPONSIBILITIES**:

- Ensures staffing requirements for Superior North EMS Division are met to comply with operational needs.
- Schedules staff maintains a master schedule, ensures staff replacements and coordinates the vacation selection process; coordinates college student placements and other clinical experiences.
- Maintains and archives relevant scheduling data.
- Responsible for time-entry reporting for the Superior North EMS Division and processing changes to bi-weekly payroll including overtime, vacations and other absences. Ensures accuracy, identifies errors and makes corrections.
- Prepare and submit for processing: employee reimbursements including mileage, fitness, tuition and meal claims.
- Liaises with Payroll, Human Resources, Deputy Chiefs, Superintendents and employees regarding confidential scheduling and payroll issues.
- Maintains up to date knowledge and understanding of relevant collective agreements.
- Assists with accounts payable duties when required.
- Performs general reception duties as required (answers telephone and counter inquiries and directs inquiries to appropriate personnel; receives and prepares incoming and outgoing mail for distribution.
- Acts as a back-up for the Accounting & Records Assistant as required.
- Performs other such duties as may be required.

**QUALIFICATIONS**:
**Education/Experience**:

- Post-secondary school graduation in office administration; and
- Two to three years of related administrative experience; or
- Secondary school graduation and five years of related administrative experience.
- Working knowledge of automated scheduling and/or payroll systems

**Skills/Abilities**:

- Ability to communicate effectively and concisely, both orally and in writing
- Ability to establish and maintain effective working relations with superiors, co-workers, staff, and the public
- Ability to work independently and as a member of a team
- Self-starter with proven organizational and analytical skills
- Independent judgment when dealing with confidential or sensitive issues
- Must be at a basic skill level in word processing and at an intermediate skill level in spreadsheet software
- Must be able to deal with the public in a courteous and tactful manner
- Competent within the meaning of the Occupational Health and Safety Act

**Assets**:

- Experience with SAP/JBS software

**CONDITIONS OF EMPLOYMENT**:

- Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
- Must be available to work overtime as workload demands