Administrative Assistant Community Services

Reporting to the Director, the Administrative Assistant - Community Services is responsible for providing confidential and administrative support and services to the Directors and Management Teams within Community Services in the operations of the division. This position works under the general guidance of the Executive Assistant Community Services and provides backup to other Administrative Assistants, as well as the Executive Assistant when required.

• Post-secondary diploma in Office/Public Administration or equivalent.

• Minimum of 3 years experience in an administrative position

• 5 years administrative experience in a computerized office environment, preferably in a Human Services/Public Administration environment is preferred.

• Advanced knowledge/training in MS Office including MSWord, Excel, PowerPoint and Access

• Bilingualism in French and English is considered an asset

• Experience working with a Board of Directors, public agencies, non-profits (or similar) is an asset

• Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.

• Prepares travel arrangements.

• Prepares PowerPoint presentations, print materials, letters, reports, speeches, agendas and minutes as assigned.

• Receives visitors, screens telephone calls, takes messages, handles replies or directs callers to appropriate areas or departments.

• Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.

• Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions

• Ensures reports and correspondence are in compliance with AODA requirements

• Coordinates activities between internal offices and external agencies/boards.

• Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.

• Completes and distributes minutes for follow-up as required.

• Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.

• Researches and assembles background information and undertakes/participates in special projects as required

• Prepares standard statistical reports (including graphs on key indicators of performance) and communication materials for the division/department (newsletters, bulletins, Divisional website/Link).

• Provides suggestions to improve administrative and office procedures/ processes.

• Responds to individual customer needs as they arise, monitoring complaints and ensuring contentious/sensitive issues are brought to the Director/Manager’s attention as appropriate.

Where a shared service agreement with an agency, board, commission (or similar) exists, the Administrative Assistant provides support to the appropriate agency as authorized by the corporation, including but not limited to:

• The duties outlined above

• Acting as the Recording Secretary for regular Board and Executive Committee meetings as well as ad hoc meetings

• Updating ministry on current/change in board of directors, completing the necessary documents/forms, and responsible for recording the reasons for corporate seal use

• Ensuring information on governance policy changes as a governance expert (SME), are provided to the accountable manager

• Preparing information packages for meetings aligned with the Terms of Reference

• Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.