Administrative Assistant

1 week ago

Concord, Ontario, Canada Toronto and Region Conservation Authority (TRCA) Full time

Position Details:

Current Rate of Pay:
Min = $56,893.20, Max = $65,956.80

Employment type:
Full-Time Permanent

Hours of work: 35 hrs/week

Work location:
Head Office

Division:
Development & Engineering Services

Business unit:
Infrastructure Planning and Permits

Travel: 50 %

Remote Work:
Hybrid

About TRCA:


With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides.

TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development.

How you will contribute as part of the TRCA team:

The Administrative Assistant is responsible for providing a broad range of administrative, customer service and general office support to their designated team(s)/division.


Major Responsibilities:

  • Provides a range of administrative support to their designated team.
  • Provides administrative support to Senior Managers/Associate Directors which includes but is not limited to photocopying, minute taking, memo/documentation creation, committee support, workshop organization, scheduling and organizing meetings, presentation, and report development, collecting, and tracking data, coordinating metric reporting, researching information, and maintaining an effective filing system.
  • Ensures the timely processing of accounts payable invoices, purchase orders, cheque requisitions, distribution of payments and the maintaining of program budgets and financial records.
  • Provide project administration functions in support of the implementation of a webbased, enterprise planning and permitting software solution, including tracking, and maintaining of project documents, coordinating meetings and workshops, monitoring deliverables and billing, and providing support to the project manager and Steering Committee.
  • Prepares daily sales reports, participant reports, budget status reports and provides support with financial audits.
  • Provide procurement and hiring support to teams; provide administrative support to the TRCA Volunteer Program for Planners.
  • Coordinating, organizing, and planning meetings and workshops.
  • On an ongoing basis, ensures team materials and documentation, including TRCA's intranet and internet site, are up to date and reflective of current staffing, programming, and operations.
  • Ensures teams Standard Operating Procedures are up to date and reflective of current operations.
  • Consistently exercise discretion in handling correspondence, information, and all matters of confidentiality; raise issues where appropriate.
  • Keep others in the immediate team informed and up to date about the status/progress of projects, and all relevant or useful information related to daytoday activities
  • Orders and maintains supplies, office equipment, publications, safety materials etc. for their designated team/division.
  • Provides reception relief and support.

What will you need to succeed:
Education (degree/diploma/certifications/licenses)

  • Completion of college diploma in Business Administration or a related field
Experience

  • 2+ years of experience providing administrative, clerical, records and project support.
Knowledge/Skill/Ability - Competencies

  • Excellent organization skills; both inoffice and virtual files/share office spaces
  • Ability to handle support of a division; strong teamwork and relationshipbuilding skills to work with a group dynamic.
  • Ability to prioritize and take action on the needs of both internal and external customers.
  • Able to comprehend written documentation and procedural guidelines; skilled in writing clear correspondence (concise, logical, grammatically correct)
  • Ability to communicate effectively with tact and courtesy.
  • Able to selfmanage workload and prioritize tasks as an ongoing challenge in a frequently fluctuating workload and multiple deadlines.
  • Proficiency in MS Office suite including online software such as MS teams, WebEx, and SharePoint

What TRCA has to offer you:

As part of a progressive team you will have the opportunity to make a positive impact to preserving and protecting nature, while maintaining a balance between the natural environment and built environment.

Working with experts within our field, you will join a team of colleagues that are committed to TRCA's core values by demonstrating the following behaviours; integrity, collaboration, accountability, respect, and excellence (icare).


You will be part of a diverse and inclusive organization that:

  • Makes a positive difference in the communities we serve.
  • Fosters high performance and collaborative teams.
  • Provides continuous learning and development opportunities.
  • Offers a comprehensive com

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