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Administrative Assistant to Director
2 weeks ago
**Job Description**:
**POSITION PURPOSE**:
Reporting to the Commissioner's Administrative Assistant, will be responsible for providing administrative and clerical support including handling sensitive political and human resource issues; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects, as assigned.
**MAJOR RESPONSIBILITIES**
- Provides administrative and secretarial support.
- Coordinates the Committee of the Whole Process for the department
- Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
- Maintains schedules through Microsoft Outlook (Calendar).
- Assists and facilitates communications between management and staff, elected officials, outside agencies and the public.
- Prepares confidential correspondence, documents and reports including Council and Committee reports, charts and graphs.
- Receives, redirects and responds to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
- Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch or Division.
- Assists in managing contracts administered including purchase orders, verifying invoices and maintaining project records.
- Identifies best practices and procedures in office administration and programs and implements changes.
- Provides set up and orientation for new staff, as required.
**QUALIFICATIONS**
- Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
- Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
- Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
- Knowledge of general office procedures, preparing documents and records management practices.
- Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative, self management, accountability, and flexibility/adaptability.
