Administrative Assistant to Director

ABOUT US

Almost 1.2 million residents call York Region home making it one of the largest regions in Canada and the fastest growing with a population thats expected to grow to more than 2 million by 2041. Our geography which is comprised of about 1800 square kilometers over nine different municipalities is as beautiful interesting and diverse as our government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canadas Best Employers by Forbes we offer a collaborative progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace aligned with our vision to create strong caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health dental and life insurance access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - Were committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential participate freely in society and live with respect dignity and freedom from discrimination. Our robust Inclusion Diversity Equity and Accessibility program continues to grow and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to Director Sustainability Communications and Innovation is responsible for providing senior management administrative and clerical support including handling sensitive political and human resource issues and ensuring the smooth operation of the Directors office. Research and compiles background information including employee engagement activities. Arranges meetings and appointments. Takes minutes at meetings. Maintains office administration and records management processes and procedures. Responds to and/or redirects inquiries/communications. Completes special projects as assigned.

WHAT YOULL BE DOING

• Provides senior management administrative and clerical support for branch leader and staff.
• Researches writes prepares and coordinates background material presentations and/or briefing notes for responses to inquiries meetings and reports.
• Maintains schedules and calendars and manages conflicts as needed.
• Coordinates and is responsible for facilitating Committee and Council reports and other documents within the branch to adhere to Corporate and Department deadlines.
• Takes minutes at meetings and ensures background material is provided in advance of meetings. Follows up on outstanding matters.
• Performs general office duties and identifies best practices and procedures in office administration and programs.
• Responsible for leading coordination and alignment of work of other Branch administrative resources with Departmental or corporate practices and procedures as applicable
• Arranges meetings training sessions etc. which includes contacting participants booking rooms and ensuring appropriate equipment is available.
• Assists and facilitates communication between management and staff elected officials outside agencies and the public as needed; administers case files in the Departments customer relationship management system
• Receives redirects and responds to communications and takes appropriate action to ensure matters are dealt with quickly.
• Assists with projects and inter-office committees such as preparing rough draft formatting and circulating agendas and minutes correspondence reports and documents.
• Transcribes formats proofreads edits or revises correspondence reports spreadsheets and presentations.
• Maintains office records management system; creates and maintains databases and prepares documentation for storage and/or retrieval of off-site documents.
• Performs financial tracking functions such as processing payables/receivables invoices expense claims. Verifies office expenditures and inputting of invoice and expense claims.
• Oversees administration of human resource processes such as recruitment and selection
• Maintains attendance and vacation records for the Branch or Division.

WHAT WERE LOOKING FOR

• Successful completion of a Community College Diploma Community in Business Studies or related field or approved equivalent combination of education and experience.
• Minimum three (3) years demonstrated administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment. Experience with elected officials boards or committees.
• Demonstrated experience in organizing meetings including preparation of agendas taking minutes documentation and circulation of minutes with attention to detail and accuracy.
• Knowledge of
• Knowledge of general office procedures preparing documents and records management practices.
• Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
• Ability to demonstrate the Regions core competencies.
• Advanced skills in MS Office Suite and use of virtual platforms. Knowledge of digital collaborative tools.
• Ability to manage daily workload set priorities and meet required deadlines with conflicting demands and changing priorities.
• Demonstrated writing skills to prepare draft correspondence reports and presentations related to programs and services delivered using templates and from rough copy.
• Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
• Strong ability to develop relationships and work in a welcoming and inclusive environment where diversity is celebrated and where everyone can develop to their full potential.
• Ability to travel to off site locations in a timely and efficient manner as required.
• Ability to work outside regular business hours as required.