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Administrative Assistant to The Manager

7 months ago

Brampton, Canada Regional Municipality of Peel Full time

**Job Description**:
**Administrative Assistant to the Manager, Access to Information & Privacy**
**Legislative Services - Clerks**

**Status**:Contract - Full Time
- 13 Months

**Salary Range**:$54,969 - $68,713 per annum (plus comprehensive benefits)

**Work mode: Hybrid i.e. 2-3 days in office per week** _see below for more details about this work mode._

**Hours of work**:35 hours/week

**Who we are**:
Reporting to the Manager Access to Information & Privacy, the Administrative Assistant provides confidential administrative, project, and committee support to three managers and their staff. Also serve as the backup Administrative Assistant to the Regional Clerk and Director of Clerk’s.

**What you will do in this role**:

- Provide proactive administrative co-ordination and support for the Manager, Access to Information and Privacy
- Organize and maintain the Manager’s schedule with respect to meetings and activities
- Provide administrative support to any meetings, committees, work groups, or initiatives
- Act as a point of contact for submission of information to the Director
- Respond to information requests on behalf of the Manager, both by telephone and by originating routine correspondence as appropriate, ensuring important or urgent requests are handed off immediately to appropriate staff members
- Receive, sort and distribute incoming mail. Clear outbound mail for the Managers and take appropriate action where indicated
- Prepare miscellaneous letters, correspondence, reports and other documents.
- Establish and maintain complete, accurate electronic and/or hard files with cross-referencing to keep track of reports, correspondence, and data to ensure easy retrieval of information and reduction of duplication within the office.
- Initiate and prepare paperwork associated with setting up proper signing authority
- Set up and maintain a calendar of meetings, conferences, important timelines, and events
- Maintain staffing complement information for annual budget and hiring purposes; and supervisory staff lists
- Assist with completion of Business Expense Claims and Out of Province Travel reporting
- Organize, update and maintain employee records and data in HRMS Time and Attendance
- Provide backup to the Administrative Assistant to the Regional Clerk and Director of Clerk’s
- Perform other duties or participate in projects as assigned by the Manager

**What the role requires**:

- Successful completion of a post-secondary Diploma or certificate in administrative studies or Office Administration plus a minimum of three years related experience or an equivalent combination of education and experience
- Committed customer service focus with a high degree of tact and diplomacy.
- Detail oriented to ensure a high standard of professionalism.

**Skills/Abilities**:

- Ability to work in a self-directed manner within a collaborative team environment.
- Demonstrated critical thinking skills.
- Excellent verbal communication skills to interact effectively with management, staff and clients.
- Strong written skills needed for minute taking and to draft correspondence.
- Ability to compile information for the divisional management group to review.
- Ability to compile and analyze information.
- Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands
- Proven ability to problem-solve and be pro-active.

**Nice to have**:

- Some knowledge of the Department’s structure, programs and services would be considered an asset.
- Some knowledge of corporate administrative systems, policies and procedures, organizational structure and major corporate and departmental activities an asset.
- Comprehensive Health, Dental, Vision benefit plan including psychological health (effective start date)
- Automatic enrolment into OMERS pension plan
- Accrue Vacation on a monthly basis starting at 3 weeks per annum
- 3 Paid personal days and floating holidays
- Flexible hours supporting your wellness and wellbeing
- Annual performance review and merit increases based on performance
- Supportive leadership and a culture of respect and inclusion

**Work Location**: In this role, you'll enjoy the flexibility of a hybrid work arrangement. This means you'll have the ability to work off-site and on-site as needed, depending on operational needs at the **10 Peel Centre Drive, Brampton** worksite. The frequency of on-site work may vary from week to week, depending on operational demands, which can evolve over time.

It's important to note that your off-site work location must be within the province of Ontario. This ensures that we're compliant with all regulations and policies.

**Interview**: Our recruitment process will include video conference technology.

About Us:
Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 175,000