Administrative Support Coordinator

3 weeks ago

Thunder Bay, Canada Anishnabeg Outreach Training and Employment Inc Full time

Are you an office administrative professional who is seeking a new challenge? Do you thrive in a fast-paced environment and pride yourself on your excellent customer service? If so, then consider this opportunity with the Niagara Escarpment Commission. This job will require providing administrative support to professional Planning staff, managers and Director of the Niagara Escarpment Commission (NEC) to the fulfillment of the NEC's mandate.

What can I expect to do in this role?

You will:

- Provide clerical and administrative support in the coordination of planning initiatives operating a variety of computer software packages
- Create and maintain filing systems both physical and electronic according to record retention schedules
- Distribute and sort incoming and outgoing correspondence and maintain contact/mailing lists
- Organize and maintain meeting schedules
- Provide counter support, answer incoming calls and redirect enquiries to the appropriate staff
- Prepare, compose and circulate a range of documents
- Provide information management and GIS assistance
- Perform financial administrative support services to the office by reviewing/consolidating account data, checking/processing invoices, purchasing card purchases and expense claims
- Monitor/order stationery supplies, maintain inventory/asset databases, operate photocopiers/fax and mailing machines, and maintain office equipment
- Maintain NEC's fleet vehicles by ensuring all monthly documents are completed accurately and vehicles are brought in for maintenance according to ministry schedules

How do I qualify?

Office Administrative Skills:

- You have experience performing office administrative functions such as maintaining electronic and paper filing systems, operating and maintaining office equipment, and conducting financial administration duties (e.g. calculation of expense claims, purchasing requisitions, issuing invoices and receipts and preparing reports)

**Organizational Skills**:

- You have demonstrated the ability to prioritize tasks/projects with unexpected changes to deadlines and competing demands from various sources
- You have the proven ability to track deadlines and ensure that all necessary communications are actioned according to requirements

**Communication and Interpersonal Skills**:

- You have demonstrated customer service skills to deal courteously and professionally with clients and difficult customer service issues
- You have demonstrated teamwork and interpersonal skills to work effectively and solve problems collegially with co-workers
- You have the proven ability to proofread and edit reports, documents and other correspondence using correct rules of formatting, grammar, punctuation and spelling

**Computer Skills**:

- You have the ability to use GIS software to maintain database and GIS maps

**Judgement and Analytical Skills**:

- You have the ability to use sound judgement in reviewing and determining the nature of incoming requests, providing general information or making appropriate referrals
- You have the ability to determine when to bring issues/problems to the manager/director's attention
- You can use evaluation and problem solving skills to arrange meetings, manage schedules and determine priorities
- You have proven attention to detail to review/proofread documents for accuracy and completeness.

**Duties / Responsibilities**:

- Provide clerical and administrative support in the coordination of planning initiatives operating a variety of computer software packages (word processing, spreadsheets, databases, GIS mapping, presentations etc.) to produce different types of documents, reports, forms, maps, graphs, charts and statistical information.
- Creating and maintaining filing systems both physical and electronic according to record retention schedules which includes the archiving of files.
- Distribute and sort incoming and outgoing correspondence and organize and maintain meeting schedules for team members and senior staff as well as committees.
- Provide counter support, in cooperation with administrative staff, to all clients, answering incoming calls and redirecting the enquiries to the appropriate staff.
- Provide support to designated Integrated Team: provides administrative support and advice to team members; attends regular team meetings and takes a pro-active role in the coordination and triaging of the team's workload.
- Perform information management and GIS assistance by maintaining a database for Development Permits (which is kept up to date regarding file status); provide GIS support in the creation of maps and assist the GIS specialists as required.
- Assist with the research and gathering of documents and meeting all deadlines for the Freedom of Information (FOI) requests.
- Support the implementation of the NEC's Compliance Program by assembling background information related to properties and Development Permits for compliance review; provide initial point of contact related to

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