Administrative Assistant

June 28, 2022

The Corporation of the County of Huron’s

Emergency Services Department

requires a

Temporary Full-time Administrative Assistant (up to 18 months)

Position Summary

This position coordinates all day-to-day administrative duties of the Emergency Services Department, including, but not limited to, payroll, human resource inventory, accounts payable, purchasing, inventory tracking and training and other functions as assigned that may arise within the department.

The Administrative Assistant is a member of the Emergency Services Management Team and provides administrative support to the Director of Operations, Chief of Emergency Services and/or designate(s).

Role and Responsibilities:

  1. Office Coordination
  • Works with the Emergency Services Clerk on administrative functions such as AP, AR, shipping and receiving and other duties within the Department
  • Prepares administrative work performed by paramedic staff working on modified duties as directed by the Chief/designate
  • Assisting with the orientation of new staff members to the Department and setting them up in the HRI and scheduling system as directed by the Chief/designate
  • Responsible for records management in paper and electronic formats ensuring that the County Retention Schedule is followed
  • Responsible for the purchase of office supplies according to needs, budget limitations and purchasing policy
  • Responsible for employee uniform point allotment according to the Collective Agreement, purchases employee uniforms and tracks the distribution of the same
  • Acts as one of the departmental liaisons for special projects and initiatives as needed as well as one of the departmental IT contacts
  • Provides monthly staff reports and call volume statistics to the Chief/designate
  • Coordinates meetings and appointments both internal and external for management and staff
  • Attends and records minutes for various meetings both internal and external – e.g. Department, Labour Management, OAPC Southwest Zone, etc.
  • Provides confidential information as requested by outside agencies for investigations, court, etc. in accordance with PHIPA & MFIPPA and County/Emergency Services Policy
  • Renews department subscriptions, tracks equipment annual calibrations and obtains vehicle license plates and sticker renewals
  • Updates operational forms and promotional material as required or directed by the Chief/designate
  • Updates Standard Operating Procedures as required or directed by Chief/designate
  • Provides backup assistance to the Emergency Services Clerk for reception and other administrative duties of the Department including Community Paramedicine and Emergency Management programs.
  1. Scheduling
  • Backup for electronic shift scheduling in accordance with the Huron County Emergency Services Deployment Plan if the Emergency Services Clerk is unavailable.
  1. Payroll
  • Ensures that the payroll is exported from the scheduling program to the payroll program every two weeks
  • Processes and confirms all payroll hours in accordance with the Collective Agreement and ESA
  • Ensures that overtime and shift premiums are paid according to the Collective Agreement
  • Tracks shift hours and provide seniority lists as per the Collective Agreement, calculating variances in seniority to ensure accuracy for staff progressions, such as wage grid movements and job postings
  • Prepares payroll change notices as required
  • Answers inquiries from paramedic staff regarding payroll
  • Maintains open communication with Payroll Clerk, Benefits Clerk and HR Department
  1. Human Resource Inventory
  • Obtains certified true copies of all mandatory qualifications as per Regulation 257/00 to be filed in the employee personnel file and updated as required
  • Ensures that new hire documents are completed by employees as required by the County and the Ministry
  • Notifies the Ministry of Health of new hires or changes in employee status
  • Forwards various documentations to appropriate internal departments such as HR Dept., Payroll Dept., Health Unit, IT, and outside agencies such as Base Hospital, CACC and Ministry of Health
  1. FINANCIAL
  • Responsible for the Accounts Payable, Accounts Receivable and Purchase Order functions of the Department
  • Provides input and is cognizant of new methods to improve the purchase order process
  • Responsible for collecting payment associated with requests for Ambulance Call Reports and supporting documents
  • Provides backup documentation to support cross-border billing for inter-municipal calls by utilizing ADRS databases/resources

Qualifications and Education Requirements:

  • Two-Year College Diploma in Office Administration
  • Medical Office Administration Diploma preferred
  • A Diploma in Business Administration and Information Systems in addition to the above would be an asset
  • Minimum 2 years of experience in an administrative assistant position – specific to an emergency services agency would be an asset
  • Clean Vulnerable Sector Check

Preferred Skills

  • Excellent organizational and time management skills
  • Team player but possess the ability to work independently
  • Excellent computer and database skills
  • Strong interpersonal skills related to communication within a unionized workforce
  • Ability to adapt and excel in an ever-changing and fast-paced work environment
  • Ability to maintain strict confidentiality

Wage:

  • $28.14 – $32.92 per hour; as per the 2022 non-union wage grid

Please forward your letter of application and resume by 4:30 pm on Wednesday, July 20, 2022, to:  humanresources[at]huroncounty[dot]ca

Submission Guidelines:

To be considered for this position, please ensure that

  • Email subject is “2022 – Emergency Services Administrative Assistant”
  • The cover letter is a maximum of one page
  • Cover letter and resume are saved together in one PDF file
  • The PDF file name is your: First name Last name (e.g. Jane Smith)

 

Posted – June 28, 2022

Only those individuals selected for an interview will be contacted. Information is collected solely for the purpose of job selection under the provisions of the Municipal Freedom of Information and Protection of Privacy Act. The County of Huron is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.