Administrative Clerk - Intermediate - Jobs in Newmarket, ON

Job Description

POSITION PURPOSEReporting to the Supervisor, Vaccination Clinics Program, is responsible for providing clerical and administrative support within COVID-19 immunization clinics, customer service at reception, application processing activities, document and file management, and data entry and statistical tasks to support Unit and Branch objectives; responsible for generating and compiling reports and correspondence as assigned; providing services supporting the provision of information to internal customers, external clients and members of the public, as required.MAJOR RESPONSIBILITIES

• Greets immunization clinic clients, verifies appointment and completes COVAX check-in process.
• Supports various non-clinical roles in COVID immunization clinics, including screening, greeting, line management, and vaccine running.
• Answers, screens, directs or takes messages of telephone calls from internal and external callers.
• Creates, organizes, maintains and tracks hard copy and electronic files and records in accordance with Regional standards and systems including a bring-forward system.
• Prepares files and boxing for off site storage in accordance with Regional standards.
• Receives and enters data; compiles, updates, maintains and provides data, statistics and reports; converts and presents data in an acceptable format; processes documents (e.g. forms, invoices etc) and forwards to appropriate person, as required.
• Responds to inquiries and resolves concerns, as appropriate, from Departments, general public etc. or refers to appropriate personnel as required; provides direction and information about services.
• Processes applications and related documents pertaining to applications, as assigned; assists customers with applications and contacts them for missing information/documents; contacts applicants when ready and forwards appropriate documents; maintains tracking system relating to applications.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Successful completion of a Secondary School Diploma or approved equivalent combination of education and experience.
• Minimum two (2) years clerical/administrative experience in an automated office environment including reception experience.
• Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs, including knowledge of the applicable Division/Unit’s programs and procedures.
• Knowledge of general office procedures including records and information management filing systems.
• Demonstrated knowledge of multi-line switchboard service (if it applies).
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management and accountability, and flexibility/adaptability.
• Computer literacy utilizing MS Office software applications with proficiency in Word Processing and basic knowledge of Excel and Power Point software.

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