Administrative Assistant
York Region
Newmarket, ON
Reporting to the Director, Integrated Children’s, 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.

MAJOR RESPONSIBILITIES
  • Provides administrative and secretarial support to the Director or General 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.
  • Assists and facilitates communications between the Director or General Manager and staff, elected officials, outside agencies and the public.
  • Prepares confidential correspondence, documents and reports for the Director or General Manager including Council and Committee reports, charts and graphs.
  • Receives, redirects and responds to communications addressed to the Director or General Manager 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 or Division.
  • Assists in managing contracts administered by the Director or General Manager, including purchase orders, verifying invoices and maintaining project records.
QUALIFICATIONS
  • 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.
HOW TO APPLY
Please apply online by October 24, 2019 at 4:30 p.m. We thank all candidates for their interest, however only those selected for an interview will be contacted via email.