Administrative Assistant - Paramedic Services

We are hiring a Administrative Assistant - Paramedic Services for a 12-month contract. 

Candidates are asked to upload their resume and cover letter as one document.

Candidates for the above position are invited to apply online prior to the submission deadline: Friday, March 7, 2025 at 11:59 pm.

Position Title: Administrative Assistant

Department: Paramedic Services

Reports To: Director of Paramedic Services

Purpose

The role of Paramedic Services Administrative Assistant is to support the Paramedic Services Director in the provision of timely, efficient, and effective Paramedic services to the County. The position expects the Paramedic Services Administrative Assistant to maintain a high level of confidentiality and security regarding all correspondence, information and documents handled by the Paramedic Services office. Coordinates day to day administrative duties for Paramedic services. Also provides administrative support to the Duty Supervisors and Paramedic Services leadership team.

Responsibilities

Providing Administrative Support for the Director Paramedic Services

• Regularly composes and handles routine and confidential correspondence.
• Edits and prepares reports, correspondence and presentation material, etc.
• Types, sorts and files confidential documents.
• Prepares drafts and updates operational manuals and forms as directed and distributes same to staff.
• Coordinates management and labour management meetings (books rooms, typing and distributing agendas and minutes, maintaining files, ordering refreshments, etc.).
• Books appointments for Managers.
• Coordinates the completion of documentation in conjunction with various Managers, for payroll, MOHLTC, Base Hospital regarding the hiring of new staff.
• Responsible for the coordination of the ordering (preparing tenders and quotations), tracking and disbursement of staff uniforms.
• Provides administrative support to Director for preparation of budget and year end reconciliation; preparing detailed financial reports from the Great Plains and Maintains system. •
• Directs telephone inquiries, complaints and emergencies to proper staff.
• Professionally deals with County paramedic employees, the public and their concerns.
• Responsible for departmental records management, ensures physical and electronic departmental documents are stored appropriately within the document management system and coordinates the destruction of records with the Clerks Department.

Scheduling of Employees

• Maintains and coordinates JBS software which includes; maintaining up to date contact information for each paramedic, maintaining and updating accuracy for each paramedics schedule, ensuring end of shift overtime and overtime shifts are accurate.
• Responsible for preparation of schedule for all paramedics each month, maintaining and updating as changes occur.
• Responsible for preparation of scheduling of vacation and time off requests. Responsible for shift scheduling (Monday through Friday during office hours) for replacing sick and ensuring that the Supervisors are aware of needs.
• Responsible for maintaining paramedic availability format for managers and staff, to use for shift replacement.
• Maintains a shift replacement list based on current hours worked on seniority.

Accounts Payable and Paramedic Payroll 

• Ensures staff expense forms include all required information for approval and are submitted to the Director Paramedic Services..
• Determines eligibility for paramedic meal allowances (as per collective agreement) by running GPS stop reports for approval by Director.
• Monitors and ensures pay sheets and allowances for all staff and are appropriately signed and submitted to the Director for approval by deadlines.
• Responsible for completion of payroll of full time paramedics, part time paramedics and administrative staff within the JBS software, and ensuring the Jacobs system has accurate payroll information.
• Responsible for entering payroll into the Great Plains payroll system and ensures data is accurate. 
• Responsible for maintaining staff tracking of banked hours, vacation, sick time • Responsible for maintaining Purchase orders and packing slips for verifying invoice prices. • Responsible for coding all invoices to the correct G/L account and submitting to Manager for approval by deadlines. 
• Responsible for data entry of accounts payable invoices into Great Plains

Providing Administrative Support to Paramedic Leadership

• Responsible for maintaining files on co-op student and observer placements.
• Supervises work of co-op/summer students.
• Responsible for maintaining a data base for Human Resources Inventory as per the legislation regarding qualifications as outlined in the Ambulance Act, R.R.O 257/00.
• Assists in completing purchase orders for equipment, etc. as per the OPS Managers requirements.
• Prepares reports, correspondence and presentation material, etc. relating to maintenance of staff qualifications.
• Responsible for JBS computer training or other computer training as required. • Responsible for tracking of fuel usage (by vehicle).
• Responsible for maintaining accurate records on all ambulance in Maintenance Management System.
• Tracks completion of paramedic in-service training for Quality Assurance Manager.
• Ensures and coordinates that all records are maintained in a confidential manner.
• Provides administrative support to QA and OPS Managers in budgeting; printing of detailed financial reports from Great Plains and Maintain systems

Providing Reception Services for the Department

• Answers telephone calls for general information about the Department; refers calls to appropriate staff; takes messages as required. a) Greets guest and responds to inquiries b) Liaise with staff of the Base Hospital, CACC, MOHLTC, other County Departments, Paramedics and suppliers c) Maintains communications with staff at various bases via telephone, email and inter office mail
• Directs public complaints and concerns to appropriate staff.
• Responsible for maintaining a complaint database and ensuring that complaints have been resolved.
• Responsible for office supplies orders for all ambulance bases.

Other Duties 

• Maintains skills at a high level by taking advantage of training and development opportunities through courses, seminars and selected reading.
• Responsible, as an employee, for occupational health and safety practices.
• Performs such other associated duties and tasks as may be assigned from time to time.
• Must be able to obtain a MOHLTC identification card as per the legislation (Ambulance Act).

Working Conditions

• Works primarily in administrative office locations. Works in an accessible area with constant distractions from telephones, visitors and staff who require assistance and information. Work is subject to irregular deadlines and constant disruptions. Will be required to work occasional overtime to meet demands of job.

Contacts

Internal Working Relationships

Contact with Councillors, Director, Managers, Supervisors and staff.

External Working Relationships

Contact with suppliers, repair personnel, contractors, couriers and the general public.

Knowledge and Skill

• Post secondary school education with specialty in Office Administration.
• Excellent technical keyboarding skills.
• Experience and knowledge of computers, clerical and accounting procedures are necessary.
• Must possess good interpersonal skills.
• Knowledge of business office and office equipment is essential
• Knowledge of JBS, Great Plains, and Maintain software.
• Ability to maintain confidentiality of information, deal with constant interruptions, and to work independently of close supervision.
• Ability to work effectively with elected and appointed officials, other staff and the general public.

Impact of Error

Scheduling errors result in down-staffing of ambulance vehicles. Clerical errors result in delays, disruptions and duplication of effort. Errors, miscommunication and breach of confidentially could result in unfavourable relations between staff, Council and the public. 

Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.

Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References.