Administrative Assistant Transportation

2 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Transportation

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

**Job Summary**:
Reporting to the Supervisor of Administration & Communications, the Administrative Assistant is responsible for providing confidential administrative support and services to the Divisional Leadership team. This role also provides assistance and support in the planning, coordination, communication and implementation of divisional and departmental operations.

**Education**:

- 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.

**Knowledge**:

- 3-5 years of senior administrative experience in a computerized office environment.
- Advanced knowledge, experience and skills in Microsoft Office Suite programs (Word, Excel, PowerPoint and Outlook) and the various office equipment is required.
- Knowledge of Niagara Region’s Corporate Management Records System (CRMS), Enhanced Financial Management Service (EFMS), Time Encoding Software (Kronos/City Works) is preferred.
- Knowledge of services provided by the Division would be considered and asset.
- Must demonstrate teamwork, open communication, excellence in service, integrity, accountability.
- Proficient in developing and producing correspondence, documents, reports, financial records and record retention is required.
- Requires accuracy and attention to detail in creating documents/records, along with advanced proof-reading and grammar skills.
- Record/data management knowledge, including file management and using databases is essential.
- Time management and organizational skills, with ability to manage and reprioritize work with demands, interruptions/distractions under tight timelines.

**Responsibilities**:
**_ Provides day-to-day administrative support to the Director and divisional leadership, preparing confidential correspondence and reports and ensuring AODA compliance. (40% of time)_**:

- Prepares memos, letters and reports, etc. related to confidential matters.
- Schedules appointments and/or meetings for the Director, Associate Directors and divisional staff as requested, and coordinates any relevant documentation and background information for meetings.
- Coordinates, reviews and finalizes divisional reports and monitors the approval process through E-scribe for Council and Standing Committee reports. Tracks and follows up on Councilor information requests.
- Ensures reports and correspondence comply with AODA requirements.
- Coordinates meetings, prepares agenda packages, records proceedings, and performs follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required.
- Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
- Supports process and procedure im

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