Administrative Assistant

2 months ago

Newmarket, Canada York Regional Police Full time

**Date**:Mar 12, 2024

**Location**: ON, CA, L4G 0S7

**Company**:York Regional Police

**REFERENCE**:#24-609E
**POSITION TITLE**:Administrative Assistant
**DEPARTMENT**:2 District
**SALARY**:$73,313- $78,699 per annum
**STATUS**:One (1) temporary position; up to twelve (12) months
**LOCATION**:171 Major Mackenzie Drive West, Richmond Hill
**OPENING DATE**:March 12, 2024
**CLOSING DATE**: March 25, 2024

**POSITION

**RESPONSIBILITIES**:
The duties for this position may involve but are not limited to:

- Receive and disseminate letter file requests and follow up to ensure that files are completed and closed Respond to letter files from the public where appropriate.
- File, sort, scan and organize electronic and physical files.
- Word process, photocopy and disseminate memos, letters and reports.
- Sort and disseminate incoming mail and record responses.
- Maintain office supplies, official forms, property tags, evidence bags and equipment by taking inventory, ordering and receiving supplies and organizing and maintaining supply room; maintain service and supplies for office equipment (faxes, printers, etc.). Track and audit officer equipment such as portables.
- Schedule meetings, meeting rooms, and equipment for unit members. Maintain several calendars.
- Respond to internal and external inquiries and requests for information, take messages and direct calls.
- Gather and research information requested by Supervisor such as tracking District walk-ins, bail compliance and information for Board Reports.
- Take minutes at and perform administrative duties for meetings as required such as the District Community Liaison Committee.
- Maintain correspondence, information and confidential personnel files against retention schedule.
- Update and track deployment logs. Track statistical information as per supervisor request such as out service deployment, fleet details, community events, Senior Officer community involvement stats, and initiative in Watch Cases.
- Prepare statistical reports as required, such as overdue performance evaluations, mandatory training, time bank balance reports, outstanding GOs, and Senior Officer community engagements.
- Track notebooks and input into inventory system. Audit notebooks semi-annually, and coordinate purge for archives as per retention schedule. Ensure movement of notebooks with members upon transfer. Scan notebooks for all FOI requests.
- Conduct queries on systems. Receive complaint area online reports and either close or create a General Occurrence and disseminate info to officers.
- Track and process monthly credit card expenses for all major credit cards issued to Unit members. May also update and track District budgets.
- May coordinate, schedule and track Ride-Along participants with the platoon Staff Sergeants.
- May also conduct CPIC check and add GO report to the MRE.
- Monitor and administer Road Watch letter program.
- Maintain records for district locker occupancy.
- May maintain key control system where applicable.

**MANDATORY QUALIFICATIONS**:

- Successful completion of post secondary education in business, office administration or a related field.
- Minimum of six (6) months of progressive office administration and clerical experience.

**PREFERRED

**QUALIFICATIONS**:

- Problem solving abilities in order to prioritize a multitude of tasks from various members of the unit and deal with incoming inquiries from YRP members, other agencies, and members of the public.
- Communication and interpersonal skills to interact with YRP members, other police services and outside affiliate agencies, members of the public, and possibly victims and accused, Crowns office and courts in order to take messages, refer to the appropriate party or explain and exchange information and answer straightforward inquiries.
- Organizational and planning skills and ability to complete a multitude of tasks simultaneously.
- Customer service skills and ability to deal with calls of a sensitive nature.
- Quick response and judgement skills.
- Ability to deal with aggressive or vulnerable people on the phone.
- Ability to interact and communicate with political leaders.

**HOW TO APPLY**:

- Only those selected to move forward in the recruitment process will be contacted.
- York Regional Police has a Hybrid Remote Work option that is offered to various positions in the organization. Further detail can be discussed during the recruitment process._
- York Regional Police is committed to fairness and equity in our recruitment and selection process, and in building and retaining a talented and diverse workforce representative of the community we serve._
- All York Regional Police employment policies and procedures are intended to be non-discriminatory and barrier-free. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided throughout the recruitment and selection process to applicants with differing abilities upon request.**VISION-INSPIR

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