Job Specification

Purpose of Position :

To provide a variety of secretarial and administrative duties to the Superintendent of the Algoma Treatment and Remand Centre. To maintain the Centre's Personnel Records.

Duties / Responsibilities :

Provides confidential, secretarial services by:

- transcribing and typing a variety of confidential material such as memoranda, letters, directives, Superintendent's reports, staff appaisals, grievance and disciplinary letters and reports, security plans, etc., utilizing a fully programmable word processor ;
- composing and typing material of considerable length and complexity from rough notes or verbal instructions e.g. reports, lists, confidential letters and general correspondence;
- deciding format and checking typed materials for accuracy, prepaing mail for dispatch by checking signatures, addresses and inclusion of enclosures, etc;
- attending meetings such as Senior Management Programme Co-ordinators Committee, Health and Safety, confidential staff hearings and acting as recorder of minutes, agendas, etc;
- opening and distributing incoming mail, retaining a variety of materials for reply on own initiative, maintaining a bring forward index to ensure reply/response by deadlines;
- maintaining administrative filing system of confidential correspondence and reports;
- maintaining a diary of appointments for Superintendent, scheduling appointments in Superintendent's absence, maintaining constant knowledge of Superintendent's location and keeping him/her advised of appointments and schedules;
- obtaining statistical data for a variety of reports (e.g. Monthly Complement Report);
- making travel arrangements, reservations for hotels, boardrooms, etc. for Superintendent and various other administrative staff;
- maintaining forms, transmitting and receiving messages on faxcom
Maintains Personnel Records by:
- documenting new staff (classified and unclassified) and advising employees of benefits, conditions of employment, salaries and classification
- preparing and typing a variety of documentation pertaining to promotions, resignations, WSIB, LTIP, retirement, etc;
- keeping Superintendent informed of anniversary dates and compiling staff appraisals for increases, removal of underfill, completion of probationary period, grievances, etc;
- establishing and maintaining personnel files.
Performs other related duties by:
- assisting other administrative staff as required
- Manager has the right to assign additional duties.

Staffing and Licensing :

N/A

Knowledge :

Comprehensive knowledge of personnel policies, practices, regulations and directives required. Sound knowledge of personnel records, procedures and pertinent sections of various manual and legislation. Sound knowledge of Collective Agreements, Public Service Act as they pertain to payroll/attendance. Knowledge of fully programmable word processor. Knowledge of alpha and numeric filing system.

Skills :

Ability to organize, co-ordinate and complete work within deadlines with minimal supervision. Excellent communication skills both written and verbal, excellent interpersonal skills, to deal with confidential and sensitive information with public and Ministry officials. Excellent Keyboarding skills to perform accurate data entry. Ability to operate fully programmable word processor. Ability to work accurately with figures (i.e. calculation of promotional increases, merit increases, etc.). Ability to perform complex clerical duties. Ability to identify inconsistencies in own work assignments and to discuss the most appropriate approach with supervisor. Excellent organization skills to initiate and maintain filing systems. Proven ability to perform a variety of clerical tasks and maintain various filing systems. Ability to co-ordinate own work and Superintendent's schedule, work accurately with figures pertaining to statistical reports, employee benefits. Demonstrated discretion, tact and diplomacy.

Freedom of Action :

Position requires adhering to established human resources and pay administrative procedures, legislation and government/ministry manuals, directives and guidelines. Position has freedom to work through problems with access to human resources and payroll specialists to resolve problems such as payroll errors. Unusual matters outside of established procedures and practices are referred to supervisor for direction.