Secretary, Plant Services

Fraser Health•Burnaby, BC

10d•Onsite

About The Position

Under the general direction, performs secretarial, administrative and reception duties for the Manager, Plant Services. Fraser Health is committed to planetary health, values diversity in the work force, and seeks to maintain an environment of Respect, Caring and Trust. Joining the team offers opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, along with opportunities for career growth, advancement, and competitive benefits.

Requirements

Grade 12, graduation from a recognized secretarial program and three (3) years' recent, related experience or an equivalent combination of education, training and experience.
Ability to keyboard at 60 w.p.m.
Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.

Responsibilities

Performs secretarial duties such as screening incoming mail and prioritizing items for the attention of the Manager, Plant Services, Assistant Chief Engineer and Maintenance Supervisors; responds to inquiries by drafting correspondence or referring to appropriate area.
Coordinates the activities of the office by establishing and organizing operating procedures.
Types a variety of documents such as correspondence, minutes, memos, reports, specifications and procedural documentation by transcribing from draft or various sources.
Schedules appointments and meetings in response to requirements; responds to internal/external electronic mail requests for service or information.
Performs reception duties such as greeting visitors, answering incoming telephone calls, responding to enquiries, taking messages and referring to other staff as appropriate; operates the radio communication system and pages tradesmen to attend to maintenance issues.
Distributes maintenance requests in accordance with predefined trade responsibilities; processes incoming work requisitions from user departments by performing duties such as maintaining and updating records, generating work orders and entering data; generates reports and satistics as required.
Creates timecards for departmental payroll; creates and maintains employee paycard, templates and schedules; inputs employee attendance into a computerized payroll including vacation, leaves and overtime; answers enquiries from staff regarding their available benefits and payroll concerns; books appointments for staff with Health Nurse and arranges hearing protection and testing with outside agencies.
Sets up and maintains master vacation schedule for department; notifies Manager of conflicting requests; sets up and maintains up-to-date attendance calendars for all departmental personnel and advise manager of status.
Compiles, summarizes and maintains departmental records and statistical databases related to departmental activities; analyses reports such as the Cost Centre Management Summary and investigates variances.
Contacts external vendors/suppliers for service/supplies required; arranges for courier services; sets up and maintains records of purchase orders; follows up on outstanding orders and discrepencies.
Issues master keys, identification and radios to outside contractors/consultants visiting or working on site; maintains master sign-in sheet; coordinates contractors with staff or user departments; follows up on unreturned identification/keys.
Assists in the preparation of estimates for maintenance/capital projects by calculating and distributing actual and estimated labour/materials costs; prepares capital projects billings from actual labour, invoices, material transfers and submits to Finance Department for reconciliation.
Sets up and maintains departmental library containing architectural drawings and project materials.
Makes travel and hotel arrangements and reservations; arranges room bookings, catering and audiovisual equipment for meetings and special events.
Performs other related duties as required.