Administrative Assistant

2 weeks ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**

Reporting to the General Manager, is responsible for providing administrative and clerical support, including handling sensitive political and human resource issues; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects as assigned.

**MAJOR RESPONSIBILITIES**
- Provides administrative and secretarial support to the General Manager.
- Researches, writes, prepares, and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
- Maintains schedules through Microsoft Outlook (Calendar).
- Produces and distributes documents, including Committee and Council reports as directed.
- Assists and facilitates communications between the General Manager and staff, politicians, outside agencies and the public.
- Prepares confidential correspondence, documents and reports including Council and Committee reports, charts and graphs.
- Receives, redirects and responds to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
- Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch.
- Assists in managing contracts administered by the General Manager, including purchase orders, verifying invoices and maintaining project records.
- Identifies best practices and procedures in office administration and programs and implements changes.
- Provides set up and orientation for new staff as required.
- Performs other duties as assigned, in accordance with Branch and Department objectives.

**QUALIFICATIONS**
- Successful completion of a Community College Business Studies Program or equivalent approved combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, and documentation and circulation of minutes with attention to detail and accuracy.
- Knowledge of general office procedures, preparing documents and records management practices.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management and accountability, and flexibility/adaptability.
- Demonstrated ability to research and gather information.
- Ability to manage daily workload, set priorities and meet required deadlines with conflicting demands and changing priorities.
- Demonstrated writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
- Ability to maintain confidentiality and to use tact and discretion when dealing with matters of a highly sensitive nature.
- Ability to work outside regular office hours on occasion.

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