Administrative Assistant Deputy Cao

**Division**:
DCAO - Regional Clerks Office

**Important Notices & Amendments**:
**This position**currently falls within our hybrid model**, allowing the employee to**typically**work**a minimum of**50% of**your** time**at your regular work location and the other 50% of time at home.**

**Temporary Duration**:
Approximate Duration: 12 months

**About Us**:
Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

**Don’t have every qualification?**

**Job Summary**:
Reporting to the Regional Clerk, the Administrative Assistant is responsible for providing confidential secretarial and administrative support and services to the Director(s) and Associate Director(s) within the Office of the Deputy CAO, in addition to providing general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations.

**Education**:

- Post-secondary diploma in office administration or equivalent experience in related field.
- Post-secondary degree in office administration.

**Knowledge**:

- 3-5 years’ experience performing administrative support to a multi-functional team, at the senior level, in an office setting. Municipal experience is considered an asset
- Five years senior administrative experience in a computerized office/municipal environment is preferred.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and various office equipment is required.

**Responsibilities**:
**Provides day-to-day administrative support to the teams within the Office of the Deputy Chief Administrative Officer including Office of the Regional Clerk, Partnerships and Communication, and Strategic Initiatives. (30% of time)**:

- Responds to routine mail/phone inquiries by recording, screening and providing general information and assistance, while maintaining confidentiality.
- Provides administrative support on department projects and initiatives, coordinating project activities, managing timelines and ensuring outcomes are followed through.
- Prepares correspondence, purchase order requests legal documents, presentations, forms, summaries and information/statistical/financial reports that may be confidential in nature.
- Administer the reconciliation of all advertisement related expenses and changes
- Coordinate, review and finalize departmental reports and monitor approval process through e-Scribe for reports and agendas for Council and Standing Committees, and track and follow up on Councillor Information requests as required.
- Ensures reports and correspondence are in compliance with AODA standards.
- Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, workers compensation reports, etc.) (25% of time)_
- Coordinates and encodes Time and Attendance for departmental staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process.
- Training Administrator for PeopleSoft including registering staff for training and tracking external Professional Development.
- Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assist with scheduling initial onboarding meetings with key stakeholders.
- Assists with the preparation of staffing requisit