Administrative Assistant to General Manager

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 General Manager of Public Works the Administrative Assistant 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.
• Responsible for the security and release of confidential/sensitive documents and reports.
• Arranges meetings training sessions etc. which includes contacting participants booking rooms and ensuring appropriate equipment is available.
• Assists arranging Branch all-staff meetings and helping to coordinate agenda items speakers etc.
• Arranges travel and accommodation as directed and arranges registrations at conventions/conferences.
• Orders office supplies ensures effective functioning of office equipment and arranges for maintenance or repair.
• 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
• 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.
• Assists in reviewing procurement packages including but not limited to briefing notes purchase orders and contract changes and circulating packages in accordance with purchasing authority
• Performs financial tracking functions such as processing payables/receivables invoices expense claims. Verifies office expenditures and inputting of invoice and expense claims.
• Participates on committees work groups task forces and special projects as assigned.
• Performs other duties as assigned in accordance with Branch and Department objectives.

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 general office procedures preparing documents and records management practices.
• 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.