Administrative Assistant Corporate Services

**Division**:
Legal Services

**Important Notices & Amendments**:
This position will support both the Legal Services Department and the Procurement & Strategic Acquisitions Department.

**Important Notices & Amendments**:
As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements including hybrid work arrangements to support better work-life balance for our employees. Where operational needs align, and while ensuring business requirements and customer service expectations are achieved, employees may have an opportunity to work within a hybrid model, combining working from home and working in the office.

**Temporary Duration**:
Approximate Duration: 24 months

**Job Summary**:
Reporting to the Director, the Administrative Assistant Corporate Services is responsible for providing confidential administrative support and services to Directors within Corporate Services, in addition to provide general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations. This position works under the general guidance of the Executive Assistant Corporate Services and provides backup to the Executive Assistant when required.

**Education**:

- Post-secondary diploma in Office/Business Administration or equivalent.
- Certification or additional training in relevant software required to perform the duties is preferred.

**Knowledge**:

- Three years senior administrative experience in a computerized office environment.
- Five years senior administrative experience in a computerized office/municipal environment is preferred.

**Responsibilities**:
**_ Provides day-to-day administrative support to the Directors and divisional leadership, preparing confidential correspondence and reports and ensuring compliance with AODA compliance. (25% of time)_**:

- Prepare memos, letters and reports, etc. of confidential matters.
- Schedules appointments and/or meetings for the Director(s), and departmental staff as requested, ensuring relevant documentation and background information for meetings are brought forward.
- Coordinates, 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 Councilor Information requests.
- Ensures reports and correspondence are in compliance with AODA requirements.
- Coordinates meetings, preparing agenda packages, recording proceedings, and performing follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required, work with internal and external stakeholders
- Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
- Support process and procedure improvements i.e. E-scribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements
- Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
- Assists and coordinates with in-coming and out-going mail and packages
- Assists and coordinates with in-division print jobs and assembling print materials.

**_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.) (20% 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 requisitions

**_ Perform financial administrative support for the Director including preparation of expense reports, purchasing card processing, initiating purchase requisition. (15% of time)_**:
**_ Undertakes special projects, research or other related duties, as requested, and assists with divisional, departmental and corporate events. (15% of time)_**:

- Researches and assembles background information/special projects as required.
- Identifies opportunities to modify/streamline administr