Office Support Specialist II

4 weeks ago

Midhurst, Ontario, Canada Simcoe County Full time

POSITION SUMMARY

The Administrative Coordinator for Social & Community Services is tasked with delivering essential administrative and clerical support to Senior and Middle Management within the Social & Community Services Division, adhering to the policies and regulations set forth by the County.

DUTIES AND RESPONSIBILITIES

1. Provide comprehensive clerical and administrative assistance to management, including mail processing, filing systems, word processing, data entry, and document shredding, as well as preparing agendas and taking minutes.

2. Attend and facilitate meetings, ensuring agendas are prepared, minutes are recorded, and necessary technical equipment and refreshments are arranged.

3. Manage calendars by scheduling, monitoring, and confirming appointments and meetings, as well as preparing travel arrangements and itineraries.

4. Organize divisional events, including training sessions, professional development days, and community engagement activities.

5. Liaise with various departments within the County as needed.

6. Prepare bi-weekly payroll for staff, coordinating pay summaries, conducting reconciliations, and resolving discrepancies.

7. Oversee the procurement of supplies and maintenance of office equipment utilized by management personnel.

8. Prepare and reconcile purchasing card reports for managerial approval.

9. Create purchase orders and cheque requisitions, process invoices for payment, and address any issues related to purchase orders.

10. Ensure the secure handling of confidential documents, both electronic and paper, on a nightly basis.

11. Maintain records for the Social & Community Services Division in compliance with records management policies and procedures.

12. Contribute to the development of relevant policies and procedures as necessary.

13. Participate in committees as required.

14. Provide backup support for the Administrative Supervisor during absences or periods of high workload.

15. Adhere to provincial and County occupational health and safety legislation, regulations, policies, and procedures.

16. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

17. Perform additional duties as assigned.

CORPORATE COMPETENCIES

Demonstrates knowledge and ability in the following corporate competencies:


• Customer-Centric Approach


• Accountability


• Continuous Improvement of Work Processes


• Collaboration


• Effective Communication


• Resilience

EDUCATION, TECHNICAL SKILLS, AND CERTIFICATION


• Minimum of one (1) year of post-secondary education in office administration or a related field to gain a foundational understanding of clerical functions.


• Proven written and verbal proficiency in the French language, assessed at an advanced level.


• Advanced skills in word processing, spreadsheet, and database applications.


• Basic understanding of accounting principles.


• Strong interpersonal and communication abilities.


• Excellent organizational skills.


• Attention to detail and accuracy is essential.

EXPERIENCE


• A minimum of three (3) years of diverse office experience in a similar role.


• Successful completion of a criminal reference check.

EFFORT


• Requires visual and mental effort when preparing documents and taking minutes.

WORKING CONDITIONS


• Standard office environment.


• Attendance at meetings may be required during and after regular business hours.

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