Clerk Typist/Office Assistant

3 weeks ago

Coquitlam, Canada Fraser Health Full time

Detailed Overview

Under the general supervision of the Administrative Assistant or Manager, the Clerk Typist/Office Assistant performs secretarial duties of some complexity which requires the exercise of independent judgement based upon a good understanding of departmental procedures and may involve some initiative in planning the sequence of duties and the work methods to be employed; responsible for the finality of repeat assignments. Responsibilities Performs word processing and data entry functions such as maintaining relevant registers, updating manuals, and preparing correspondence, lists, permits, licences, records, reports, agendas, charts, tables, presentation material, newsletters and court and legal documents from draft, copy or general instruction, using word processing, spreadsheet, graphics, database, and other software applications: proofreads documents as required; may compose correspondence for review and signature. Prepares, processes and maintains the preparation, processing and maintenance of a large volume of records, files, permits, licences, indexes and accounts pertaining to department activities, manually and/or by using a computer terminal to enter, revise, update and retrieve information; relieves professional and other staff of administrative detail. Performs clerical duties such as opening, reading, sorting, prioritizing, and distributing incoming correspondence, completing forms for signature, and packaging items for shipping; composes and personally types non-routine letters; signs such matters as authorized by the administrative assistant; may sign for receipt of packages and shipments. Performs general office functions such as booking and setting up meeting room, arranging conference calls, and recording and producing meeting agendas and minutes. Receives payment and issues receipts for payment of permit and other administrative fees; checks a variety of receipts, cheques, and invoices; maintains related records. Compiles and condenses non-technical statistical data from uniform sources requiring an understanding of problems and terminology involved; devises forms, sets up moderately complex statistical tables and assists in the preparation of routine reports. Answers routine inquiries by telephone and in person from a variety of sources such as clients, staff and the public, and provides direction and/or routine information about programs and policies; refers problems to the Administrative Assistant. Performs record management duties including setting up and maintaining small numeric, alphabetical, or subject filing systems, indexing files and materials to be filed, and conducting file searches for requested information. Explains and interprets moderately complex departmental rules, regulations and procedures to public enquiries. Operates a switchboard or phone and performs reception duties such as a directing calls receiving and relaying messages, receiving and directing visitors and responding to in-person and telephone inquiries. Operates office equipment such as fax machines, shredders and photocopiers; carries out minor maintenance such as loading paper, removing paper jams, cleaning glass and changing toner cartridges; refers further maintenance to Administrative Assistant or Site Manager. Performs routine timekeeping such as data entry, hours worked and reviewing timesheets for accuracy; generates routine timekeeping reports; retrieves data from information systems upon direction. Orders and tracks departmental supplies and equipment approved by the Manager. Performs other related duties as required. Qualifications Education, Training, and Experience Grade Twelve , an Office Administration Certificate from an accredited institute plus one year's recent, related experience or an equivalent combination of education, training and experience or other Qualifications determined to be reasonable and relevant to the level of work. Skills and Abilities Ability to communicate effectively both verbally and in writing. Knowledge of general office procedures. Business writing skills. Sound knowledge of the applicable rules, regulations, policies and procedures that govern departmental activities. Ability to understand and interpret oral and written instructions. Ability to use a computer and applicable software applications. Ability to prepare, process and maintain a variety of permits, licence applications and related materials and to compose non-routine letters and memoranda. Ability to deal effectively with others in interpreting and explaining departmental rules and regulations. Ability to type 45 w.p.m. Ability to organize work. Physical ability to perform the duties of the position. Ability to operate related equipment.

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