Staffing & Administration Clerk

The Role

Provides reception, staffing, and administrative support to the Division.
 

Duties/Responsibilities

• Schedules replacement staff for scheduled and unscheduled absences at Sunnyside Home.  Contacts staff for upcoming shifts due to unscheduled vacancies; fills scheduled vacancies per established protocols, collective agreement, and employment standards legislation.  
• Performs reception and switchboard services for the Division to residents, families, visitors and staff. Monitors lobby activities; responds to inquiries; re-directs calls/messages to resident/staff area. Maintains resident directory.
• Processes paperwork related to schedule changes (e.g., switches, statutory holidays, vacation, giveaways, lieu time, availability).
• Inputs changes to scheduled hours to a time and attendance system, for verification and approval by management. Verifies hours worked and submits to manager for approval. Updates master schedule with changes. Collects staff availability data and updates active schedule.
• Liaises with management regarding staffing requirements. 
• Responds to staff inquiries regarding distribution of hours, staff availability, and scheduling.
• Prepares staff identification badges.
• Maintains daily staffing roster for resident care, ensuring a full complement of staff.
• Provides administrative support to program areas, including fundraising activities and promotions (e.g., prints materials, takes meeting minutes, books rooms). Updates meeting room lists/notices.
• Processes mail and faxes. Distributes newspapers and newsletters. Maintains care/custody of keys (e.g., vehicles, gift shop, bar, hairdressing and tuck shop).  
• Maintains building binders for policies and procedures (e.g., communication, standby).
• Orders office supplies for the Division within guidelines or for management approval. 
• Occasionally contacts community agencies to exchange information.
• Responds to emergency situations as outlined in policies and procedures.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skill in customer service and administrative, scheduling, payroll processes and procedures, normally acquired through a Grade 12 education plus directly related experience.
• Knowledge of and ability to comply with policies, procedures, collective agreement requirements, and related legislation (e.g., employment standards).
• A tuberculosis (TB) test and annual influenza immunization are required.
• Organization and problem solving skills to work independently to complete work; deal with competing demands in a fast-paced environment; and apply protocol and collective agreement requirements when scheduling replacement staff.
• Communication and interpersonal skills to respond pleasantly and professionally to residents, the public, and staff; provide administrative support to program areas; and participate as an effective team member.
• Computer skills with ability to use software such as Microsoft Office, a time and attendance management system, and advanced scheduler. Ability to use multi-line phone systems.
• Ability to read, interpret, and apply policies, procedures, and collective agreement clauses.
• Ability to write, proofread, and edit correspondence and related documents (e.g., notices, thank you cards, minutes).
• Ability to work shifts, weekends, and statutory holidays as scheduled.
• Must provide an acceptable Police Vulnerable Sector Check (Level 3).
• Ability to support and demonstrate the Region’s values.