Office Assistant – Purchasing – Part Time

PURPOSE:

Provides clerical support to the Purchasing and Finance Departments; provides assistance to leaders, administration and staff, first point of contact for visitors. Daily routines include: data entry, reporting, reception and customer service, meeting coordination and documentation of minutes, travel arrangements, document distribution and ordering and monitoring of supplies; some special assignments may occur.

DUTIES:

Key in, edit and proof-read correspondence, reports, statements, invoices, forms and other documents, using word processing software and computers.
Receive and forward telephone or counter inquiries to the appropriate person and provide general information to clients and the public.
Schedule appointments, maintains calendar, and receives visitors and telephone callers and refers them to the appropriate person as circumstances warrant.
Photocopy and collate documents for distribution, mailing and filing.
Maintain and update manual or computerized filing, inventory, mailing and database systems.
Collect receiving reports from Distribution/Warehouse on a daily basis and file in administrative area.
Assist with filing for Purchase Orders, Packing Slips, Receiving Reports, Contracts, Procurement Documents (ie/ Request for Proposals), and any other filing that may be required.
An annual basis, assist with boxing and movement of files in order free up capacity for filing for the upcoming year. This may include Accounts Payable and other files from the Finance department.
Process receiving of goods and services in Meditech and confirm with the Accounts Payable team when complete.
Open, sort and route incoming mail, manually or electronically.
Send and receive messages using facsimile machines or electronic mail.
Perform routine bookkeeping tasks such as preparing invoices, monthly reports to Finance, weekly/monthly supply costing reports to internal customers as well as keeping all department financial information current.
Key in and verify payroll biweekly and submit any payroll adjustments as needed
Sort, process and verify applications, receipts, expenditures, forms and other documents.
Receive and direct employees, patients and visitors.
Maintain Vendor Sign-In Log, and ensure that Confidentiality forms are completed by vendors coming to the hospital.
Assess and assist with staffing/scheduling on a daily basis and communicate staffing concerns as required to the Manager.
Under the direction of the Leader, coordinate and maintain vacation schedule and assist with part-time employee vacation requests in order to meet the needs of the department.
Assist with N95 mask fitting by maintaining department list, and schedule appointments as required.
Ensure monthly Health & Safety inspection reports are available for the Mailroom and the Warehouse so these can be completed by the area’s Health and Safety lead.
Prepare and submit monthly and quarterly Journal Voucher (JV) entries for Postage, Distribution and Photocopying.
Schedule meetings, prepare agendas, maintain member lists, and take minutes for: the Product Evaluation Steering Committee (PESC), meetings with Procurement Teams, meetings with vendors, or any other meeting as required.
Arrange business itineraries and coordinates travel requirements.
Help maintain active/expired contract reporting, assisting with product and vendor research, and assisting with competitive documentation process.
Assist with the ordering and requisitioning of minor capital equipment and capital equipment to ensure segregation of duties is maintained.
Provide coverage to mailroom clerk as needed.
Other duties as assigned.

QUALIFICATIONS:

Diploma in Office Administration or Health Office Administration Certificate or equivalent education and/or experience, preferably in a health care environment.

KNOWLEDGE & ABILITY:

Knowledge of hospital software applications such as Meditech Materials Management and Finance modules.
Ability to work effectively and efficiently as a team member in a fast paced environment in stressful situations.
Customer service, interpersonal and telephone skills.
Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook, and Visio.
Ability to maintain successful working relationships with the interdisciplinary team to achieve positive patient outcomes.
Ability to organize time effectively to perform the duties of the position.
Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
Ability to read, write and communicate to perform the duties of the position.
Proficiency and accuracy in clerical tasks including data entry, keyboarding, filing systems, documentation etc.
Proficiency in using telephone systems, data projectors, laptop computers, video and phone conference equipment.
Behaviour consistent with Hospital Mission, Values and Standards of Performance.

All new employees shall be fully vaccinated against COVID 19-prior to their start date. For clarity, fully vaccinated means that 14 days have elapsed after completion of your vaccine series (i.e. full two doses). The Hospital’s Occupational Health team will require evidence of full vaccination prior to an employee’s start date. If not fully vaccinated, the Hospital’s Occupational Health team can assist successful applicants with setting up the necessary appointments to become fully vaccinated, but any start date may be delayed to the date on which a successful applicant becomes fully vaccinated. The hospital’s requirement that successful applicants be fully vaccinated is subject to any accommodation obligations it may have under the Human Rights Code. Employees shall also be required to obtain boosters or other vaccinations related to COVID-19, as deemed necessary by the Hospital, and any failure to do so will be considered willful misconduct and/or disobedience and will result in the termination of the Employee’s employment without notice or pay in lieu thereof.

Sault Area Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.

This position is covered by a collective agreement. Applications from outside the bargaining unit are welcome, but can only be considered if the position is not filled from within the bargaining unit.