Administrative Assistant Corporate Services

Reporting to the Director, the Administrative Assistant Corporate Services is responsible for providing confidential administrative support and services to Directors within Corporate Services, in addition to provide general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations. This position works under the general guidance of the Executive Assistant Corporate Services and provides backup to the Executive Assistant when required.

• Post-secondary diploma in Office/Business Administration or equivalent.
• Certification or additional training in relevant software required to perform the duties is preferred.

• Three years senior administrative experience in a computerized office environment.
• Five years senior administrative experience in a computerized office/municipal environment is preferred.
• Knowledge of Microsoft office automation systems with specific training and skills in word-processing, spreadsheet, presentation software and data base applications.

• Prepare memos, letters and reports, etc. of confidential matters.
• Schedules appointments and/or meetings for the Director(s), and departmental staff as requested, ensuring relevant documentation and background information for meetings are brought forward.
• Coordinates, review and finalize departmental reports and monitor approval process through E-scribe for reports and agendas for Council and Standing Committees, and track and follow up on Councilor Information requests.
• Ensures reports and correspondence are in compliance with AODA requirements.
• Coordinates meetings, preparing agenda packages, recording proceedings, and performing follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required, work with internal and external stakeholders
• Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
• Support process and procedure improvements i.e. E-scribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements
• Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
• Assists and coordinates with in-coming and out-going mail and packages
• Assists and coordinates with in-division print jobs and assembling print materials.

• Coordinates and encodes Time and Attendance for departmental staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process.
• Training Administrator for PeopleSoft including registering staff for training and tracking external Professional Development.
• Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assist with scheduling initial onboarding meetings with key stakeholders.
• Assists with the preparation of staffing requisitions

• Researches and assembles background information/special projects as required.
• Identifies opportunities to modify/streamline administrative procedures, conducting supporting research and making recommendations.
• Maintains effective departmental communications, maintaining communication vehicle content and ensuring information is current and relevant.
• Provide support, coordination and facilitation for various events working with internal staff from various internal departments to coordinate information, plan and provide recommendations for action and implementation.

• Main contact and liaison with facilities and IT for services and equipment, i.e. requests for services, moves, renovations, maintenance repairs
• Procure supplies and services in accordance with established guidelines and policies
• Discretionary spending for office supplies, furniture

• Manages the department records and files management processes, ensuring corporate policies and protocols are followed.
• Review files for destruction under the direction of the Director
• Manage records for file retrieval from storage and maintain inventory of records in storage

• 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.