SUPPORT ASSISTANT B

• Job ID: 54296
• Job Category: Administrative
• Division & Section: Public Health, Health Protection
• Work Location: Toronto Public Health Office, Various locations - 399 The West Mall, Etobicoke; 1530 Markham Rd, Scarborough and 55 John St, Toronto (Metro Hall) 
• Job Type & Duration: Full-time, Permanent Vacancies
• Hourly Rate and Wage Grade: 33.34 - $36.55
• Shift Information: Monday - Friday, 35 hours per week
• Affiliation: L79 Full-time
• Number of Positions Open: 3
• Posting Period: 3-Apr-2025 to 17-Apr-2025

Major Responsibilities:

As part of Public Health, Healthy Environments, strives to enhance the health of communities as well as individuals who live, work or play in Toronto by delivering municipally and provincially mandated programs and services. The Support Assistant B provides customer service to support the programs and services within Healthy Environments as follows:

• Responds to e-mails, telephone and in-person inquiries from staff, health care providers and agencies etc.
• Operates office equipment and computers utilizing a variety of software packages such as MS Office Suite (i.e. Word, Excel, etc.) applying speed and skill. Utilizes detailed layout and formatting.
• Carries out data entry functions with speed and accuracy while employing verification techniques when navigating HE specific systems and technologies such as; THEIS, Panorama, Cisco Finesse.
• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents and data.
• Prepares and processes documents/statistical summaries/reports, etc. Assesses and analyzes data.
• Maintains vaccine inventory levels, including the ordering, logging, and tracking of vaccines to ensure sufficient supply levels at all times.
• Attends staff meetings as an active participant, taking and distributing meeting minutes.
• Coordinates, schedules and trains assigned staff. Assists in cross-training of new staff. 
• Handles front-end reception support, processing clients for service and providing general information to the public on program services, while providing support to the team.
• Provides customer service to a diverse group of clients from different backgrounds and life experiences, as well as staff and the public.
• Assists with maintaining inventory and supplies levels, including purchasing using City vendors, such as Grand & Toy, and various RPGS processes.
• Assists with special events or projects as required, including the updating of distribution lists and assembling of information kits and brochures.
• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.
• Maintains database for various records/documents including By-Laws, inputs, updates and maintains data as it relates to the program area

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable customer service experience dealing directly with high volume service requests from the public and staff.
2. Considerable experience with high volume data entry and maintaining large multi-screen databases and managing large volumes of information
3. Considerable experience researching/extracting/interpreting information from various databases and software applications.
4. Considerable experience using Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel, Outlook) and the ability to utilize other software packages relevant to supporting Toronto Public Health.

You must also have:

• Highly developed interpersonal and customer service skills, including conflict resolution, problem solving, decision making and situational assessment.
• Ability to work with minimum supervision and to set priorities, plan and execute tasks, meet competing deadlines often within time restraints.
• Excellent verbal and written communication skills with the ability to respond to staff and public in a courteous, professional and effective manner.
• Excellent organizational skills with the ability to work effectively according to procedures and timelines and proven ability to set priorities.
• Ability to handle and resolve difficult situations in a professional manner, using knowledge of legislation, regulations, by-laws, policies, practices and procedures and referring as appropriate.
• Ability to deal with confidential information, handling of confidential health records and client personal health information. 

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.