Administrative Assistant

4 days ago

St Catharines, Canada Niagara Region Transit Full time

**Job Summary**

Reporting to the Deputy General Manager, Planning & Performance, the Administrative Assistant is responsible for providing administrative support to the Deputy General Manager. Working in a confidential mission-driven, results-focused, and community oriented environment, the Administrative Assistant performs a variety of administrative tasks that aid in driving strategic and operational accountabilities. They serve as a liaison with the senior leadership team and coordinate communications as directed by the Deputy General Manager. This role is accountable for the coordination of project management records and status reports. The Administrative Assistant supports the scheduling and communication of projects as directed by the Deputy General Manager. This position supports projects as assigned.


**Education**
- Post-secondary Diploma or Degree in Office Administration, Business Administration or equivalent a combination of education, experience and qualifications may be considered

**Knowledge**
- Minimum of 3 years’ experience in office environment at the senior administrative level
- Minimum 3 years of direct experience with a Municipal/Regional transit
- Experience working in a similar role in a unionized environment
- Proficient in Microsoft Office suite, database systems, and maintenance software systems
- Experience supporting Operations based projects
- Strong interpersonal and problem resolution skills
- Ability to effectively deal with customers (internal & external) and suppliers, contractors, etc., in a professional and courteous manner

**Responsibilities**
- Provide efficient and confidential day-to-day administrative support to the Deputy General Manager and supervisory staff of the business unit._
- Confidential administrative support to the Deputy General Manager
- Handles all inquiries to the Deputy General Manager’s office including the public, other Transit Divisions, elected officials, external partners and municipalities
- Coordinate and assist in the preparation of reports for submission to the General Manager and Commission Board. Liaise with management and staff to ensure submission of final reports and appropriate approvals.
- Under the direction of the Deputy General Manager, research and prepare recommendations/business cases for purchasing of new equipment for discussion with Senior Leadership Team.
- Prepare meeting schedules, agendas, and recording of proceedings for Advisory, Leadership and other meetings as assigned. Follow up on all action items.
- Coordination and support for Emergency Operations Centre, various events and/or business activities internally and externally as requested.
- Establish and maintain filing systems and expenditures, including Bus Stop and Shelter database, MTO safety inspections and CVOR operating license and mechanical signing registration. Coordinate with Corporate Record System. Ensure compliance with corporate by-laws regarding retention
- Maintain Policy Manual and Corporate Administrative Policy Manual and circulate updates.
- Implement processes and tools to increase efficiencies and improve the effectiveness of service delivery.
- Prepare transit system communications, performance documents and metrics as requested.
- Support for budgeting, financial processes, and documentation_
- Perform financial administrative support for the Deputy General Manager’s office including preparation of expense reports, purchasing card processing, initiating purchase requisitions
- Provides reports as directed for the Capital and Operating budgets.
- Supports work order process for requests for services, moves, renovations, maintenance and repairs and/or delegate accordingly.
- Coordinate actions as directed by the Deputy General Manager and supervisory staff on behalf of the business unit.
- Ensure the provision of superior and seamless customer service._
- Interact with customers (where appropriate) to ensure customer satisfaction, improve efficiency, and expeditiously address complaints/inquiries.
- Undertake, along with internal/external parties, public outreach and education programs.
- Maintains positive relationships with local area municipalities and other key stakeholders
- Provide functional guidance and oversight to business unit administrative and clerical staff and lead continuous improvement initiatives with respect to administrative tools, processes and practices
- May be requested to participate in the selection of divisional administrative staff with hiring by managers/supervisors and provide input on performance appraisals.
- Provide orientation and support onboarding to new staff and coordinate accesses for new staff.
- Arrange temporary staff to ensure coverage during absences and peak workloads.

**Special Requirements**
- Transit Commission staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate v

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