Administrative Assistant

Job title: Administrative Assistant

Job description: The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation’s seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Overview

Provide administrative assistance and related clerical support to the Manager, in addition to coordinating and ensuring the accurate and timely completion of all routine and non-recurring administrative activities.

Duties and Responsibilities

Administrative/Clerical Duties:

• Respond to inquiries from staff and outside organizations
• Ensure confidentiality is maintained regarding all client, employee, and department/program related information
• Type, copy and distribute departmental correspondence, reports, policies, meeting minutes etc.
• Assist Manager in the management of schedule (i.e. calendar, appointments, schedule and coordinate meetings etc.)
• Maintain and update the record management system
• Research and compile information and data (i.e. Committee Reports etc.)
• Reconcile bank deposits and statements
• Assists with problem-solving and program/project planning
• Review for accuracy and completeness of timesheets prior to processing
• Coordinate annual destruction of program-related records/files
• Review and distribute the Media reports and Public Service Announcements
• Advise the departmental manager of any irregularities or problems, which may arise in areas of assigned responsibility
• Perform reception duties for the department

Human Resources Management:

• Provide administrative assistance with the recruitment and selection process (i.e. schedule interviews, preparing documents)
• Prepare and develop new employee sign-on packages and orientations
• Develop and distribute Employee Data Forms
• Schedule Program Support staff for Reception back-up coverage
• Maintain and update Performance Appraisal schedules

Financial:

• Coordinate the purchasing of all supplies and services for program area
• Assist in budget processing by conducting inquiries and generating financial reports using iCity, Vadim and RACS
• Process Accounts Payable/Receivables and Cash Receipting

Special Projects/Assignments:

• Coordinate, plan and organize events such as IPHIS and eHealth
• Act as a Fire-Warden
• Act as management representative on Joint Health & Safety Committee

General:

• Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
• Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position’s Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements
Direct Supervision: None
Indirect Supervision: None
Functional Authority: None

Qualifications

Minimum Formal Education

• A 2 year Community College Diploma (Office Administration) or equivalent

Experience

• 1-2 years experience within an office setting
• Knowledge and experience with accounting practices and procedures
• Familiarity with Public Health related programs
• Proficient in all Microsoft programs including experience with accounting programs (i.e. RAC, iCity, IPHIS, eClinc)
• Must possess diplomacy, tact and communication (verbal and written) skills

The County of Lambton is an equal opportunity employer servicing our diverse communities. The County of Lambton is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. This information is available in an alternative format upon request, to accommodate individuals with a disability. Although we appreciate all applications, only those selected for an interview will be contacted.

Personal information required by this posting/advertisement is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1990, CHAPTER M.56, as amended. The treatment, storage and handling of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, CHAPTER M.56, as amended and will be used in reviewing applications. Questions about this collection should be directed to the Corporate Manager, Human Resources, County of Lambton, 789 Broadway Street, Box 3000, Wyoming, Ontario N0N 1T0. Phone 519-845-0801 or Toll-free at 1-866-324-6912.

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