Executive Assistant

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
Position Overview
As a member of the County of Lambton Cultural Services Division, the Executive Assistant / Administrative Services Supervisor is responsible for coordinating and providing administrative support for the Division. The Executive Assistant / Administrative Services Supervisor oversees the work of the Office Clerks and provides direct support to the senior management team in the Division. The Executive Assistant / Administrative Services Supervisor provides the necessary support to ensure the delivery of a library service that meets the strategic direction set forth by senior management and Lambton County Council.

**Responsibilities**:
**Administrative Functions**:

- Oversee the efficient storage, distribution and review of departmental and divisional policies and procedures
- Assist in identifying workflow improvements and make recommendations to management identifying improvements and opportunities for change
- Arrange and attend meetings, record minutes and distribute documents as required
- Directly support the senior managers within the Division
- Maintain necessary corporate files in accordance with the County of Lambton's Records Retention By-law
- Develop tracking mechanisms to provide oversight to departmental needs such as training records, registration, etc.
- Develop statistical reports, submit statistical data and provide recommendations to management identifying improvements
- Oversee the orientation and departmental-wide training needs of employees related to corporate initiatives
- Oversee the record keeping requirements related to the staffing of the division, including the completion of EDFs, etc.

**Human Resources**:

- Participate in the recruitment, selection, orientation and training of departmental staff.
- Ensure appropriate quality, accuracy and quantity of work for assigned staff and that policies and procedures are followed and that performance standards are met
- Conduct ongoing performance management of staff, including the delivery of performance appraisals and exit interviews
- Follow the County of Lambton's Progressive Discipline procedures and conduct discipline when required.
- Monitor staff attendance and schedule workload
- Provide supervision to another area in a Supervisor's absence
- Ensure adherence to legislation such as the Employment Standards Act, Occupational Health and Safety Act, Human Rights Code, collective agreements and County of Lambton policies.

**Financial Accountability**:

- Assist in monitoring budget and tracking expenses
- Assist in developing the annual departmental budget
- Authorize program purchases, overtime, resource acquisition, mileage and other expenditures within the approved budgetary guidelines
- Assign purchases to appropriate accounts
- Submit necessary documentation to funding bodies
- Oversee the preparation of and processing of accounts payable / accounts receivable

**Customer Service / Communication Responsibilities**:

- Represent the library effectively in the community
- Interact pleasantly and courteously with the public, community partners and staff, promoting a harmonious workplace

**General**:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

**Direct Supervision**: Office Clerks

**Indirect Supervision**: None

**Functional Authority**: None.

**Qualifications**:
**Minimum Formal Education**:

- A two-year College Diploma / Certificate in Business Administration or Executive Office Administration

**Experience**:

- Minimum 3 years' experience working as an Administrative Assistant to a managerial position
- Government or non-profit experience an asset
- Computer experience including Microsoft Office products such as Out