Administrative Assistant - Infrastructure Planning and Development

Salary Pending Review

Reporting to the Director, the Administrative Assistant is responsible for providing a wide range of administrative support to the divisional leadership team and staff. This role involves managing complex calendars, scheduling meetings, managing confidential correspondence and preparing reports and presentations. This includes support in the planning, coordination, communication and implementation of divisional operations.

The Administrative Assistant provides high-level administrative support to the Director, ensuring efficient management of the Director's time, priorities, and operations. The Administrative Assistant serves as a key liaison between the Director and internal or external parties, ensuring clear communication and smooth workflow.

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

• Certification or additional training in relevant software required to perform the duties is preferred.

• An equivalent combination of education, experience and qualifications may be considered.

• 3-5 years of experience performing administrative support to a multi-functional team, including extensive experience creating and formatting complex reports, correspondence, documents, financial records and meeting minutes. Municipal experience is considered an asset.

• Demonstrated experience in exercising independent judgement and discretion in dealing with confidential operational matters.

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and various office equipment is required.

• Demonstrated initiative and proactive approach to issue management, problem solving and researching or investigating issues requiring resolution.

• Record/data management knowledge, including file management and using databases is essential.

• Knowledge of the Division, its strategic direction, programs and services is an asset.

• Knowledge of Niagara Region’s corporate management records system (CRMS) enhanced financial management system (EFMS), and time encoding software (Kronos) is an asset.

• Effective communication skills are required, including the ability to effectively communicate with staff, public officials, external stakeholders, and the public, through various channels, and drafting correspondence, presentations, and reports.

• Requires accuracy and attention to detail in creating documents/records, along with advanced editing and formatting skills.

• Time management and organizational skills, with ability to manage and reprioritize work demands, and under tight timelines.

• Prepares, formats and edits all forms of correspondence, reports and presentations, ensuring grammatical accuracy and AODA compliance.

• Schedules and coordinates appointments and meetings for divisional leaders and staff; prepares agenda packages/information, records minutes/action items, and distributes minutes.

• Assists with the coordination for various meetings, special functions and events (e.g., workshops, open houses, information centers, other events etc.); oversees logistics, including venue bookings, invitations, registrations, technical support requirements, catering material preparation and on-site coordination.

• Establishes the Division’s annual reporting schedule and monitors submissions for adherence to closing deadlines.

• Coordinates, reviews and finalizes divisional reports and monitors the approval process through E-scribe for Advisory Committees, Council, and Standing Committee reports. Tracks and follows-up on Councillor information requests.

• Monitors and reviews committee and council agendas, identifying and flagging items of divisional impact.

• Receives internal/external calls, website and e-mail inquiries and provides quality customer service; provides information and takes the initiative to problem solve and directs more complex issues to appropriate staff.

• Highlights items of importance/sensitivity, ensuring they are brought to the Director’s and/or appropriate managerial staff’s attention.

• Coordinates activities between internal offices and external agencies/boards, responding to inquiries, investigating concerns and following-up on responses.

• Maintains contact databases and committee lists ensuring information is current and readily accessible.

• Supports process and procedure improvements e.g., E-scribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements.

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

• Coordinates in-coming and out-going mail, preparing and shipping materials as requested.

• Assists and coordinates divisional print jobs and assembling print materials.

• Supports People Leaders with on/off-boarding requirements for all staff hires, transfers, leaves and departures (e.g., system access, building access cards, ID/name badges, p-cards, furniture, equipment, etc.).

• Coordinates documents for posting to the Region’s website and intranet site (VINE).

• Places ads/public notices in newspapers.

• Arranges for external training and conference registrations.

• Assists with making travel arrangements for divisional staff and managers.

• Manages and ensures the efficient operation of the Director’s calendar and daily schedule. Ensures coordination of activities and prepares/consolidates materials in advance of meetings and events.

• Performs a wide variety of responsible, complex and confidential administrative, issue management, analytical and research duties for the Director.

• Receives and prioritizes the Director’s mail and e-mail, redirecting (as appropriate) for follow-up and providing proper responses on the Director’s behalf where appropriate or as requested.

• Identifies, screens and prioritizes issues and initiates responses on behalf of the Director.

• Acts as a resource to clerical staff, providing functional guidance and support.

• Coordinates and encodes time and attendance for divisional staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of related protocols and processes.

• Acts as the divisional Training Administrator for PeopleSoft, including registering staff for training and tracking external Professional Development.

• Assists with the preparation of staffing requisitions.

• Ensures performance reviews, recruitment and other documents are submitted and/or filed appropriately.

• Maintains Agreements and Contracts on behalf of the Division.

• Acts as the main contact and liaison with Facilities and IT for services and equipment, e.g., requests for services, moves, renovations, maintenance and repairs.

• Procures supplies and services in accordance with established guidelines and policies.

• Administers discretionary spending for office supplies and furniture.

• Manages the division’s records and file management processes, ensuring adherence to corporate policies and protocols.

• Reviews files for destruction under the direction of divisional leadership.

• Manages records for file retrieval from storage and maintains inventory of records in storage.

• Provides support in tracking and processing financial transactions for the division.

• Processes accounts payable invoices and complete visa reconciliations, mileage and expense reports etc.

• Assists in the preparation of reports and supporting budget documentation.

• Researches and assembles background information/special projects as required.

• Identifies opportunities to modify/streamline administrative procedures, conducting supporting research and making recommendations.

• Provides support, coordination and facilitation for various events, collaborating with internal staff from various departments to plan, coordinate and provide recommendations.

• Participate as a divisional/department representative and provide guidance and assistance on corporate programs.

• Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.

• 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.