Administrative Coordinator

6 months ago

Kitchener, Canada Region of Waterloo Full time

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**Our Team**:
The Council & Administrative Services team at the Region of Waterloo is the heart of ensuring legislative services are delivered seamlessly. Comprised of dedicated municipal professionals, we support the Regional Clerks Office & Council Services, the Provincial Offences Act Court Administration, Information Management and Privacy, and Licensing and Enforcement. As part of the Region's Automated Speed Enforcement expansion, we're growing to include a new team that will oversee the issuing of automated enforcement penalties. This is a fantastic opportunity to be part of this new journey and contribute to creating safer communities.

**The Opportunity**:
Reporting to the Director, Council & Administrative Services and Regional Clerk, the Administrative Coordinator will provide administrative and program operational support to the Director and the divisional management team.
- You will provide administrative support for closed council and committee sessions, compile supporting material (e.g., coordinate reports and attachments) per deadlines and corporate standards and prepare for printing with related correspondence on behalf of the Director and circulate per protocols.
- You will coordinate the preparation, scheduling, and submission of committee and council reports prepared by the Regional Clerk and other divisional management staff, and track and ensure reports are completed per deadlines.
- You will prepare and coordinate documents (including confidential documents) (e.g., correspondence, financial and statistical data, technical reports, charts), extract, collect, compile, and distribute data, and track and inform other staff regarding outstanding items.
- You will provide administrative support, including the preparation, routing, and distribution of documents (e.g., council and committee reports, letters, memos; coordinates meetings; process mail; prepare and distribute agenda and minutes; obtain signatures, circulate materials, and maintain mailing lists.
- You get to provide administrative support and coordination for municipal elections, council orientation, and inaugural meetings.
- You will coordinate the receipt, recording, and distribution of liability claims, including writs against the Region, and follow up with staff as needed.
- You will maintain the Director’s calendar, set up meetings, prepare supporting information, and attend and take minutes to provide updates on administration issues, and prepare and update presentations as directed.
- You will support management by coordinating new staff hiring and training, existing staff training, transfers, and terminations, and support with recruiting and hiring third-party Hearing Officers for the Administrative Penalties Program and prepare documentation for Hearing Officers to be appointed by council, coordinate Hearing Officer scheduling, and process invoice and per diems with Administrative Penalties Program management.
- You will coordinate submission to the Ministry of Transportation of Minister’s Order in Council for the designation of Provincial Offences Officers for camera-based offences, research and prepare reports, and conduct research and special projects as needed.
- You will assist in freedom of information requests, tracking correspondence, processing payments, and copying records as requested.
- You will coordinate, post, and fix information on the corporate website and intranet, ensuring compliance with standards, participate on project teams and act as project administrator/coordinator, and liaise with Facilities and ITS staff on behalf of divisional staff and management.
- You will book and oversee use of display cases per corporate standards, and work with other staff on proper handling of materials (including archival materials).
- You will monitor/input budget forecasts and provide cost comparisons for all divisional budgets, coordinate submission of budget issue papers and financial information and report to Finance as required.
- You will have signing authority for administrative and office matters in divisional budgets, hold a p-card, assign account numbers, prepare requisitions, and ensure purchases are received in good condition, review monthly transaction reports for accuracy and investigate/resolve discrepancies, and prepar

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