Administrative Assistant to Director (Administrative Assistant)

Job Title

Administrative Assistant to Director (Administrative Assistant)

Status

Temporary Full-Time

Temporary - Approximate length of assignment, in months

48

Type of Position

an Addition to Staff

Start Date

Immediate

Salary

Annually

Salary Grade

$66,833.00 - $75,892.00

Department

York Region -> Corporate Services -> Digital & Customer Experience

Location

Corp. Srvs-Commissioner's Office - 17250 Yonge Street - Newmarket, ON L3Y 6Z1 CA (Primary)
Hybrid work opportunities may apply - CA

Job Description (E)

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 that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local 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 Canada’s 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 Program and 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 - We’re 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 Director, PMO Enterprise Forward 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. 

WHAT YOU'LL BE DOING

• Provides administrative and secretarial support.
• Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
• Assists and facilitates communications between management and staff, elected officials, outside agencies and the public.
• Prepares confidential correspondence, documents and reports including Council and Committee reports, charts and graphs.
• 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 administered including purchase orders, verifying invoices and maintaining project records.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

WHAT WE'RE 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 Department and Branch services and programs and ability to relate information to meet customer needs.
• 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.

Council Approval Date

Scheduled Weekly Hours

35

Scheduled Shifts

8:30 am to 4:30 pm

Operational Hours

Close Date

January 29, 2025

# of Hires Needed

1

Union

Non Union Staff

.

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. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.

Click here for more details on Benefits and Perks.