Administrative Assistant

**Career Opportunity**

The Region of Waterloo is currently recruiting for a:
**Temporary Part-time Administrative Assistant - Up to 12 months**

Department: Public Health & Emergency Services
Division: Strategy, Performance & Organizational Standards
Hours of Work: 17.5 hours per week (Coverage is required 5 days per week)
Location: 99 Regina St, Waterloo
**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 Strategy, Performance and Organizational division, provides internal service to the Public Health department related to Finance, Human Resources, Facilities, ITS, Strategic and Quality Initiatives and Health Information.
**The Opportunity**:
Reporting to the Manager, Business Operations, as Administrative Assistant you will be responsible for providing administrative assistance and clerical support to the Strategy, Performance & Organizational Standards Division.
- You will prepare documents, organize information for the divisional management team as well as review documents, and recommend edits for management and departmental staff.
- You will be responsible for coordinating conference and workshop arrangements, scheduling meetings and events and providing administrative support to committees.
- We will look to you to provide administrative assistance to the Nursing Student Preceptor Program, which includes coordinating presentations from students, preparing agendas for end of term celebration and providing back-up administrative assistance in the absence of the Nurse Specialist.
- You will run reports in the time and attendance management system for casual nursing staff, for the Manager and lead administrative updating of departmental standard operating procedures.
- You will have the responsibility of notifying administration staff to place office supply orders, prepare purchase orders and payment requisitions and ensures authorization.
- You will collect and review monthly travel expense claims for divisional staff and students and coordinate the Division’s budget expense tracking.
- You will provide overflow support for the Support Services Assistant.
- The requirements for this position would normally be acquired through post-secondary education in a related field, plus related experience.
- Current knowledge of office and administrative procedures, word processing, communication, and basic accounting skills.
- Demonstrated knowledge to comply with policies, procedures, and related legislation (e.g., privacy, accessibility, health protection and promotion).
- Strong organizational and time management skills to work independently, adapt to frequently changing priorities, meet deadlines, and maintain records.
- Demonstrated ability to handle sensitive material with confidentiality and discretion.
- Strong interpersonal and communication skills.
- Ability to read and understand correspondence, reports, emergency response plans, Council/ Committee reports, policies, procedures, operational plans, feedback forms, agendas, and minutes.
- Experience with writing correspondence; equipment and work assignment procedures; taking meeting minutes, creating agendas, and action items; taking messages; and completing purchase and cheque requisitions
- Advanced computer skills and the ability to use software such as Microsoft Office, and a financial system.
**Additional Information**:
**Compensation**:
In addition to offering a competitive compensation package, we have a strong focus on health and wellness, including fitness facilities and family-focused benefits. The salary of this position ranges between $29.37 and $36.71 per hour (Grade 1 on the Management & Management Support wage scale).