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Hiring for Administrative Clerk Secretary Job at Newmarket Full Time
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Job Description:
POSITION PURPOSE
Reporting to the Supervisor, Vaccine Inventory is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.
MAJOR RESPONSIBILITIES
- Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
- Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
- Organizes meetings, prepare agendas, take minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
- Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
- Performs other duties as assigned, in accordance with Branch and Department objectives.
- Communicates with Health Care Providers to reconcile vaccine inventories and administration values using COVaxON and Geocortex tool
- Ordering and maintaining of office supplies and vaccine ancillary supplies for the program
- Supporting Registered Pharmacy Technicians and Pharmacists with specific roles in vaccine distribution
- Tracking and record management of vaccine distribution to Primary Care Providers, Pharmacies and Long-Term Care/Retirement Home facilities
- Supporting the program with sending out mass communication to Health Care Providers using RAVE
- Maintaining and managing information using Versatile.
- Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
- Logs daily statistics and prepares reports on service delivery.
- Compiles statistical and other data to prepare reports and documents related to services provided.
- Responds to inquiries or requests for information from other employees, Departments and the public.
- Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
- Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.
- Undertakes administrative research projects utilizing internet, external agencies and other sources.
QUALIFICATIONS
- Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
- Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
- Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation.
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability.
- Computer literacy utilizing MS Office software applications with Proficiency in word processing, scheduling and basic ability in spreadsheet and data base software applications.
NOTE
All York Region Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire. Should you be the successful candidate, you will be required to comply with the Region’s mandatory Vaccination Policy that is in effect.
Job Requirements:
POSITION PURPOSE
Reporting to the Supervisor, Vaccine Inventory is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.
MAJOR RESPONSIBILITIES
- Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
- Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
- Organizes meetings, prepare agendas, take minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
- Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
- Performs other duties as assigned, in accordance with Branch and Department objectives.
- Communicates with Health Care Providers to reconcile vaccine inventories and administration values using COVaxON and Geocortex tool
- Ordering and maintaining of office supplies and vaccine ancillary supplies for the program
- Supporting Registered Pharmacy Technicians and Pharmacists with specific roles in vaccine distribution
- Tracking and record management of vaccine distribution to Primary Care Providers, Pharmacies and Long-Term Care/Retirement Home facilities
- Supporting the program with sending out mass communication to Health Care Providers using RAVE
- Maintaining and managing information using Versatile.
- Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
- Logs daily statistics and prepares reports on service delivery.
- Compiles statistical and other data to prepare reports and documents related to services provided.
- Responds to inquiries or requests for information from other employees, Departments and the public.
- Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
- Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.
- Undertakes administrative research projects utilizing internet, external agencies and other sources.
QUALIFICATIONS
- Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
- Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
- Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation.
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability.
- Computer literacy utilizing MS Office software applications with Proficiency in word processing, scheduling and basic ability in spreadsheet and data base software applications.
