Administrative Assistant

2 weeks ago

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

**Position Details**:
**Current Rate of Pay**: Min = $58,039.80, Max = $67,267.20
**Employment type**: Permanent, Full-Time
**Duration of employment**: Permanent
**Hours of work**: 35 hrs/week
**Work location**: Head Office
**Division**: Development & Engineering Services
**Business unit**: Infrastructure Planning & Permits
**Travel**: 5%
**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, presentation and report development 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
- Prepares daily sales reports, participant reports, budget status reports and provides support with financial audits
- Provide procurement support to teams
- 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 day-to-day activities
- Schedules and organizes meetings
- 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 in-office and virtual files/share office spaces
- Ability to handle support of a division; strong teamwork and relationship-building 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 self-manage 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 compensation and benefits program (including Defined Benefit Pension Plan - OMERS/OTPP).
- Pregnancy & Parental Leave Top-Up Program.
- Provides unique TRCA Perks.
- Provides flexible work arrangements.
- Offers potential for career growth and advancement.

While Toronto and Region Conservation Authority (TRCA) thanks all applicants for their interest, only those under consideration will be contacted for interviews. Please be advised successful incumbent(s) may be required to undergo a vulnerable sector screening and/or driver's abstract check as a part of the final step in the hiring process.

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