Administrative Assistant

5 days ago

Newmarket, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**
This position is responsible for providing administrative support to the Manager and Leads in the Inclusion, Diversity, Equity and Accessibility (IDEA) Division, including handling sensitive and confidential issues, maintaining and tracking all reports coming in and out of the office. Prepares and processes correspondence, reports, minutes and presentations. Research and compile background materials and assists with projects as needed. Tracks and monitors project and program specific activities, enters data, and monitors time and attendance.

**MAJOR RESPONSIBILITIES**
- Provides administrative support to management and staff of the Inclusion, Diversity, Equity and Accessibility Division.
- Provides support for ongoing projects, including researching, compiling background materials, scheduling and coordinating meetings, project documentation, electronic filing and maintenance, etc.
- Prepares, tracks and maintains programs, lists, records and reports.
- Prepares and distributes agendas, minutes, correspondence, reports (including Council reports), presentations and communication materials.
- Provides background material and/or briefing notes, as appropriate, for responses to inquiries and meetings.
- Prepares, formats, proof-reads, edits or revises correspondence, reports, spreadsheets and presentations.
- Supports the processing of invoices and tracking of supporting documents.
- Handles confidential matters, sensitive political or human resource issues such as maintaining staff records, completion of attendance records, vacation schedules as required.
- Organizes meetings, including arranging for facilities, audio-visual, agenda preparation and distribution, attendance confirmation and minute-taking.
- Manages, safekeeps, and procures approved purchases with Pcard and ensure all supported documents are tracked and submitted per policy.
- Maintains administrative filing systems in accordance with corporate standards and prepares documentation for storage and/or off-site retrieval.
- Acts as a resource person and contact point by contacting members of the public or other organizations to exchange routine information, as needed; provides internal and external stakeholders with accurate information and redirects as appropriate.
- Composes and prepares replies to correspondence, as requested.
- Enters data and produces reports, as requested.
- Arranges registrations for conventions/conferences and accommodations for travel, as required.

**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Business Administration or related field or approved equivalent combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience in an office environment.
- Demonstrated experience in including knowledge of policies and procedures.
- Knowledge of general office procedures including records management and retention by-laws.
- Demonstrated ability in the Region’s core competencies.
- Excellent interpersonal, organizational, time management and problem-solving skills.
- Excellent oral and written communication skills.

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