Administrative Assistant Environmental Health

2 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Environmental Health

**Temporary Duration**:
Approximate Duration: 6-12 months

**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.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

**Job Summary**:
Reporting to the Director Environmental Health, the Administrative Assistant is responsible for providing confidential administrative support and services to the Director of Environmental Health.

**Education**:

- Post-secondary diploma in Office/Business Administration.

**Knowledge**:

- 5 years’ experience in a computerized health/human resources related office.
- Advanced knowledge of Microsoft Office and proficiency in office technology and software.
- Knowledge of the Health Protection & Promotion Act; Ontario Building Code; Mandatory Program Guidelines, MFIPPA).

**Responsibilities**:
**_ Provides confidential day-to-day administrative support to the Director of Environmental Health and management staff of the division, assisting with the planning, coordination and implementation of division operations._**:

- Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
- Prepares conference booking/travel arrangements.
- Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
- Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.
- Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
- Coordinates activities between internal offices and external agencies/boards.
- Coordinates workshops, training programs/legislated requirements with external agencies to ensure division staff meet licensing and certification requirements.
- Prepares confidential employee documentation, typing correspondence and reports for the Director concerning labour relations and employee related records.
- Ensures timely and effective communications within the Division (e.g. staff announcements, directives, issues and items of staff interest).
- Ensures cheque security by stamping all cheques received, i.e. registrations for department sponsored events, fee for services and cheques for Ministry-Funded Programs.
- Equipment Inventory: purchase, monitor and deploy equipment used by all Environmental Health staff, e.g., cell phones, computers, cameras, GPS units.

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

- Performs all the responsibilities of Recording Secretary for Divisional Management Team/Committee/Special Project meetings as required.
- Completes and distributes minutes for follow-up as required.
- Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.

**_ Coordinates all Divisional reports and specialized documentation to support division activities._**:

- Coordinates reports for Public Health Services Committee meetings, typing and logg

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