Administrative Assistant Corporate Services

7 days ago


Niagara, Canada Niagara Region Full time

**Division**:
Construction, Energy and Facilities Management

**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 Corporate Services is responsible for providing confidential administrative support and services to Directors within Corporate Services, in addition to provide general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations. This position works under the general guidance of the Executive Assistant Corporate Services and provides backup to the Executive Assistant when required.

**Education**:

- Post-secondary diploma in Office/Business Administration or equivalent.
- Certification or additional training in relevant software required to perform the duties is preferred.

**Knowledge**:

- Three years senior administrative experience in a computerized office environment.
- Five years senior administrative experience in a computerized office/municipal environment is preferred.

**Responsibilities**:
**_ Provides day-to-day administrative support to the Directors and divisional leadership, preparing confidential correspondence and reports and ensuring compliance with AODA compliance. (25% of time)_**:

- Prepare memos, letters and reports, etc. of confidential matters.
- Schedules appointments and/or meetings for the Director(s), and departmental staff as requested, ensuring relevant documentation and background information for meetings are brought forward.
- Coordinates, review and finalize departmental reports and monitor approval process through E-scribe for reports and agendas for Council and Standing Committees, and track and follow up on Councilor Information requests.
- Ensures reports and correspondence are in compliance with AODA requirements.
- Coordinates meetings, preparing agenda packages, recording proceedings, and performing follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required, work with internal and external stakeholders
- Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
- Support process and procedure improvements i.e. E-scribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements
- Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
- Assists and coordinates with in-coming and out-going mail and packages
- Assists and coordinates with in-division print jobs and assembling print materials.

**_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 requisitions, posting files, vacation and attendance record management, job descriptions, Workers compensation reports, etc.) (20% of time)_**:

- Coordinates and encodes Time and Attendance for departmental staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process.
- Training Administrator for PeopleSoft including registering staff for training and tracking external Professional Development.
- Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assist with scheduling initial onboarding meetings with key stakeholders.
- Assists with the preparation of staffing requisitions

**_ Perform financial admin



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