ABOUT US
Almost 1.3 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 2051. 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
Recognized by Forbes as one of Canada’s Best Employers, 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 Municipal 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.
- 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 Deputy Regional Solicitor and Associate General Counsel, is responsible for providing senior management administrative and clerical support including handling sensitive political and human resource issues and ensuring the smooth operation of their 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 YOU WILL 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.
- Performs general office duties and identifies best practices and procedures in office administration and programs.
- Responsible for leading coordination and alignment of work of other Branch administrative resources with Departmental or corporate practices and procedures, as applicable
- 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 Department’s customer relationship management system
- Receives, redirects and responds to communications and takes appropriate action to ensure matters are dealt with quickly.
WHAT WE ARE 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.
- Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
- Ability to demonstrate the Region’s core competencies.
- 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.
- Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships.
