Administrative Assistant (Administrative Assistant to Director)

POSITION PURPOSE

Reporting to the General Manager, is responsible for providing administrative and clerical support, including handling sensitive political and human resource issues; 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.

MAJOR RESPONSIBILITIES

• Provides administrative and secretarial support to the General Manager.
• 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).
• Produces and distributes documents, including Committee and Council reports as directed.
• Assists and facilitates communications between the General Manager and staff, politicians, 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 and takes appropriate action to ensure urgent matters are dealt with quickly.
• 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.
• Assists in managing contracts administered by the General Manager, including purchase orders, verifying invoices and maintaining project records.
• Assists General Manager with management of all documents, mail, email, faxes etc.
• Identifies best practices and procedures in office administration and programs and implements changes.
• Provides set up and orientation for new staff as required.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Successful completion of a Community College Business Studies Program or equivalent approved 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, and 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 and accountability, and flexibility/adaptability.
• Demonstrated competency utilizing MS Office Software applications and proficiency in word processing, spreadsheet, scheduling and presentation software.
• 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 maintain confidentiality and to use tact and discretion when dealing with matters of a highly sensitive nature.
• Ability to work outside regular office hours on occasion.

Please apply online by 5:00PM EST of the closing date indicated above. We thank all candidates for their interest; however, only those selected for an interview will be contacted via email.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. If contacted for an employment opportunity, please advise if you require Code-protected accommodation.