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Clerk / Secretary (Rideaucrest) At City of Kingston

Location: Kingston, Ontario

Job Description

Reporting to the Supervisor, Finance & Admin Services, the Clerk / Secretary (Rideaucrest) assists with administrative office functions and act as first point of contact for visitors and residents at Rideaucrest Home. This position requires strong organizational and interpersonal skills to ensure positive representation of the values of the City of Kingston.

Provide customer service in person, by phone and email and assist residents, staff and the general public by responding to general enquiries and directing to the appropriate individual, department or terrace. Ensure requests are tracked for follow-up.

Provide administrative and operational support for the Home’s management team. This includes but is not limited to: distributing communications, receiving and distributing mail, coordinating meeting/clinic logistics, providing photocopy and fax service, maintaining office supply inventory, updating the City’s internal website and taking minutes.

Organize, maintain and audit resident files and the Home’s manual and electronic records management system.

Monitor and ensure compliance with By-law # 2008-182 and ministry record standards in conjunction with the Corporate Records & Information Officer.

Provide data and reports as required.

Arrange and perform new admission paperwork with residents and Power of Attorneys.

Provide accounting support with general inquiries, invoicing, revenue collection and cash receipts.

Provide residents with trust account funds.

Provide support to the Home’s Administrator by assisting with reports to City Council.

Actively promote and follow safe work practices and ensure accident prevention and health and safety responsibilities are fully met by self and others.

Other duties as assigned.

Qualifications, Competencies

High School (Grade 12) diploma or equivalent plus a 1 year post-secondary certificate in office administration or related field.

1 year recent and relevant clerical experience, preferably in a long term care setting.

Core Competencies: Customer Focus, Teamwork, Results Orientation, Integrity.

Skills, Abilities, Work Demands

Excellent customer service and public relations skills with the ability to interact with seniors in a caring and respectful manner.

Demonstrated verbal and written communication skills.

Excellent organizational, analytical and time management skills with ability to multi-task and adapt to changing priorities.

Able to work effectively and independently with minimal supervision or in a team environment

Intermediate computer skills using Microsoft Word, Excel, and Outlook (tested) and a Human Resources Management System.

Typing at 40 wpm (tested).

Knowledge of nursing informatics, Long Term Care (LTC) practices and the LTC Act and regulations.

Know and practice appropriate protection of confidentiality, privacy disclosures and information access practices per corporate policy and the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Demonstrated understanding of records management practices and systems.

Committed to ongoing learning and development and continuous quality improvement.

Knowledge of Electronic Charting and Database System for Health Care an asset.

Able to work independently on projects.

Able to perform the essential duties of the job.

Proof of recent screening for Tuberculosis (TB).

Proof of immunity to communicable diseases.

Must obtain and maintain a satisfactory criminal record check, including vulnerable sector.

Closing Statement

Please apply to Career Opportunities at: www.cityofkingston.ca/Careers Your resumé must clearly demonstrate how you meet the requirements of the position. Please upload to your profile, any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position you are applying to. We thank all of those who apply, however, only those selected for further consideration will be contacted. The City of Kingston is committed to fostering a positive and progressive workforce reflecting the citizens we serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act. You can request for accommodation related to the protected grounds at any stage of the City's hiring process, i.e., application, assessment and placement. If you are an individual with a disability and you need accommodation in applying for this position, please email us at HRCity@cityofkingston.ca, quoting the Job Number and the Job Title. If you are invited to participate in the assessment process, we ask that you provide your accommodation needs in advance at that time. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.