Administrative Assistant Community Services

3 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Housing / Hostels / Homelessness

**Important Notices & Amendments**:
As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements including hybrid work arrangements to support better work-life balance for our employees. Where operational needs align, and while ensuring business requirements and customer service expectations are achieved, employees may have an opportunity to work within a hybrid model, combining working from home and working in the office.

**Important Notices & Amendments**:
This position supports the Homelessness Services and Community Engagement division.

**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.

Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.

**Job Summary**:
Reporting to the Director, the Administrative Assistant - Community Services is responsible for providing confidential and administrative support and services to the Directors and Management Teams within Community Services in the operations of the division. This position works under the general guidance of the Executive Assistant Community Services and provides backup to other Administrative Assistants, as well as the Executive Assistant when required.

**Education**:

- Post-secondary diploma in Office/Public Administration or equivalent.

**Knowledge**:

- Minimum of 3 years experience in an administrative position
- 5 years administrative experience in a computerized office environment, preferably in a Human Services/Public Administration environment is preferred.
- Advanced knowledge/training in MS Office including MSWord, Excel, PowerPoint and Access
- Bilingualism in French and English is considered an asset
- Experience working with a Board of Directors, public agencies, non-profits (or similar) is an asset

**Responsibilities**:
**_ Provides day-to-day administrative assistance to the Directors and Management Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc._**:

- Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
- Prepares travel arrangements.
- Prepares PowerPoint presentations, print materials, letters, reports, speeches, agendas and minutes as assigned.
- Receives visitors, screens telephone calls, takes messages, handles replies or directs callers to appropriate areas or departments.
- Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
- Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions
- Ensures reports and correspondence are in compliance with AODA requirements
- Coordinates activities between internal offices and external agencies/boards.
- Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.

**_
Coordinates meetings, preparing agenda packages, recording proceedings, performing follow-up tasks for Committee and any sub-committees._**:

- Completes and distributes minutes for follow-up as required.
- Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.

**_Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisit

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