Employment – Health Department Executive Assistant
EXECUTIVE ASSISTANT, HEALTH DEPARTMENT
POSITION: EXECUTIVE ASSISTANT DEPARTMENT: HEALTH DEPARTMENT
HOURS OF WORK: FULL-TIME, PERMANENT (35 HOURS/WEEK ) REPORTS TO: HEALTH MANAGER
The Executive Assistant provides high-quality customer service to the public and confidential executive and clerical support to the Health Manager and senior Health team. The Executive Assistant also provides guidance and direction to the Health Department Receptionist for day-to-day activities.
DUTIES AND RESPONSIBILITIES:
Provides professional Executive and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:
prepares and modifies documents including correspondence, reports, memos and emails
maintains electronic and hard copy filing system;
opens, sorts, scans, copies, emails, and distributes incoming/outgoing Health Manager correspondence/documents;
Assists in resolving any Executive issues;
Prioritizes and coordinates the timely and efficient flow of information from the Health Manager, staff and stakeholders.
Communicates and responds to routine requests or inquiries via telephone, email or in-person;
Plans and reviews Executive services duties to promote and maintain efficiencies;
Requests, compiles and organizes correspondence and reports for signature by the Health Manager in order to meet deadlines;
Coordinates and communicates departmental meetings and events using shared calendar and other means of communication; books and sets up meeting rooms;
Prepares meeting agendas and compiles packages for departmental or project related meetings; and takes and distributes minutes for department meetings as well as action items within three (3) days of each meeting;
Ensures that copies of all meeting minutes are filed appropriately, keeping all minutes together in a file for future reference;
Attends meetings on behalf of the Health Manager as required;
Maintains the action items list for meetings;
Creates, maintains and secures files, records, manuals and other documents as per departmental document management policies;
Prepares weekly purchase orders with supporting documents for the Health Manager;
Maintains electronic and paper files for the Health department;
Organizes appointments and travel arrangements as directed for the Health Manager;
Flags and refers general inquiries made of the Health Manager for action;
Communicates with vendors and contractors to gather missing documents required for payments;
Assists with mail outs and processing debit/credit card transactions for activities such as special events or tax payments;
Oversees the documentation/inventory of all Health Department assets including serial numbers;
Provides coverage for the Receptionist in the Health Department as required;
Coordinates client and family travel outside the Capital Regional District in the Community Health Representative’s absence;
Keeps daily records of all services provided to clients on the Mustimuhw Software;
Participates in relevant training and workshops identified by the Health Manager;
Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
Attends departmental meetings and events as required;
Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
Presents a professional, positive and helpful attitude at all times;
Promotes a safe work place; ensures that all established safety procedures are followed;
Carries out other duties essential to the position as directed by the Health Manager.
Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
Post-secondary diploma or certificate/training in business or office administration an asset;
Minimum of 1 years’ experience in general office responsibilities and procedures; or
An equivalent combination of education and experience;
Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
Experience maintaining records, filing and correspondence tracking, taking and transcribing minutes and drafting correspondence.
Clean criminal record check required.
The successful applicant must provide proof of having received two doses of a COVID-19 vaccine.
DEADLINE: FRIDAY, JANUARY 28, 2022 (4:00 pm)
PLEASE SUBMIT COVER LETTER (INCLUDING SALARY EXPECTATIONS), AND RESUME USING ONE OF THE METHODS BELOW: