Administrative Assistant to 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 an employee health care spending account access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• 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 the Manager Strategic Planning and Performance the incumbent is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects as assigned.

WHAT YOULL BE DOING

Administrative Functions:

• Provides administrative and secretarial support to the Manager as related to the applicable office and portfolio.
• Assists in researching and gathering background materials; edits documents and/or ensures required presentations and/or briefing notes are available in a timely manner.
• Researches writes prepares and coordinates background material presentations and/or briefing notes for responses to inquiries and for meetings and reports.
• Maintains schedules through Microsoft Outlook (Calendar)
• Coordinates and tracks the timely submission of all reports including Committee and Council reports as required.

• Takes minutes at meetings and ensures mandatory background material is provided in advance of meetings and ensures follow up on outstanding matters.
• Responsible for the security and release of confidential/sensitive documents and reports.
• Performs general office duties and identifies best practices and procedures in office administration and programs.
• Arranges meetings and training sessions including contacting participants booking meeting rooms ordering refreshments and requesting audio/visual equipment.

Liaison Communications and Customer Service Functions:

• Assists and facilitates communications between staff elected officials outside agencies and the public.
• Prepares confidential correspondence documents and reports including Council and Committee reports charts and graphs.
• Receives redirects and responds to communications addressed and takes appropriate action to ensure urgent matters are dealt with quickly.
• Assists with projects and inter-office committees such as preparing from rough draft formatting and circulating agendas and minutes correspondence reports and documents.
• Transcribes formats proof reads edits or revises correspondence reports spreadsheets and presentations.

Record Keeping and File Management Functions:

• Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch or Division.
• Assists in managing contracts including purchase orders verifying invoices and maintaining project records.
• Performs financial tracking functions such as processing payables/receivables invoices and travel expense claims verifying office expenditures and inputting of invoice/travel claims and managing petty cash fund.
• Performs other duties as assigned in accordance with Branch and Department objectives.

WHAT WERE LOOKING FOR

• Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
• Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
• 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.
• Knowledge of and demonstrated ability in corporate core competencies including customer service communication team work initiative self management accountability and flexibility/adaptability.
• Demonstrated competency utilizing MS Office Software applications including scheduling and presentation software and proficiency in word processing and spreadsheet applications.
• Demonstrated ability to research and gather information.
• Ability to manage daily workload set priorities and meet required deadlines with conflicting demands and changing priorities.
• Demonstrated writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
• Ability to work outside normal office hours as required.