Office Assistant- Purchasing- Temporary Part-Time

Purpose As the Office Assistant, you will provide clerical support to the Finance, Logistics & Purchasing Departments. In the role you will also provide assistance to leaders, administration and staff on various tasks. Daily routines include but not limited to: data entry, creating and submitting reports, , coordinate meetings and keeping minutes, maintain and order office supplies, handle all mailroom operational tasks including the necessary tool and equipment, requisition/PO entries, up-dates and order follow-up, shipping and returns, product recall communication and documentation. 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 inquiries to the appropriate person and provide general information to clients.
• Schedule appointments, maintains calendars as assigned.
• 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 as required and file accordingly.
• Gather and maintain document files as directed.
• On 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 as directed by leadership, confirm with the Accounts Payable team as needed.
• Process inventory changes and edits to department order templates as directed.
• Process rental and consignment transactions for both incoming and outgoing items as directed.
• Open, sort and route incoming mail, process outgoing mail.
• Perform routine bookkeeping tasks such as preparing invoices, monthly reports to Finance, weekly/monthly supply costing and inventory reports to internal customers as well as keeping all department financial information current.
• Sort, process, verify and report on receipts, expenditures, forms and other documents as directed
• Schedule meetings, prepare agendas, maintain member lists, and take minutes for meetings as required.
• Coordinate the completion of all responsibilities with other staff and communicate concerns to
• Monthly Health & Safety inspection reports are completed for the Mailroom and office space.
• Replenish forms and provide supplies as needed to the warehouse and other assigned locations.
• Prepare and submit monthly and quarterly Journal Voucher (JV) entries for Postage, Distribution, supply issues to external parties, Photocopying, etc.
• Help maintain active/expired contract reporting and system up-dates as directed, including product, pricing and vendor detail
• Assist as directed by leadership with the order entry of minor capital equipment and capital equipment to ensure segregation of duties is maintained.
• 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 or equivalent software applications.
• 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 creation of spreadsheets, Word, Power Point, and Outlook,
• Ability to maintain successful working relationships with the interdisciplinary team.
• 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, comprehend numbers and perform simple math (+. -, x. /) 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.

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may by assigned and qualifications may be adjusted from time to time.