Administrative Assistant, Director of Legal Services

2 months ago

Halton, Canada Halton Region Full time

**Administrative Assistant, Director of Legal Services**:
At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.

**Posting ID**: 3484
**Department**: Corporate Services
**Division**: Legal Services
**Pay Range**: $55,206- $73,615

**Job Type**: Permanent
**Hours of Work**: 35 hours per week
**Work Location**: Halton Regional Centre, 1151 Bronte Road, Oakville
**Employee Group**: OCT
**Posting Date**:September 16, 2024
**Application Deadline**: September 22, 2024

**Job Summary**:
This position provides administrative support to the Director and other areas of the Legal Services division.

**Duties & Responsibilities**:

- Provides overall administrative support to the Director and Legal Services division as a whole.
- Manages the Director’s calendar, including the scheduling and coordinating of meetings.
- Drafts, composes and prepares correspondence, memoranda, minutes, letters and other documents/materials that may be sensitive or confidential in nature.
- Manages files for the Director including confidential departmental personnel and administration files.
- Circulates reports to Council originating in the Legal Services Division as well as coordinates Council report circulations, corrections and submissions from other departments/divisions for Legal Services staff review.
- Prepares and submits HR Action Forms and assists with on-boarding and off-boarding of divisional staff and maintains various logs and position numbers.

**Additional Duties and Responsibilities**:

- Coordinates and works with various staff including from the offices of the Regional Chair, CAO, Commissioner of Corporate Services, Communications, and Human Resources on a wide variety of matters.
- Monitors and administers the annual operating budget for the division under the supervision of the Director, pays all accounts, tracks revenues and expenditures, tracks variances, performs reconciliation/journal entries and reports on same to the Director.
- Responds to telephone enquiries making appropriate referrals to other legal staff where necessary.
- Provides clerical and administrative support to Legal Services staff by processing membership renewals, course registrations and distributing mail.
- Performs other duties, as assigned.

**Skills & Qualifications**:

- Post-secondary education in business/office administration program.
- Five (5) years of administrative experience.
- Experience with document management, managing budgets and expenses and calendar management.
- Knowledge of SAP.
- Ability to handle confidential and politically sensitive information and possess strong organizational, customer service and time management skills.
- In accordance with requirements in Ontario Regulation 191/11 - Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.

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