Administrative Secretary 3

**Administrative Secretary 3 - Environmental Protection**:
**Req ID**: 1641
**Business Unit**: Parks Recreation and Environmental Services
**Division**: Environmental Protection
**Regular/ Auxiliary**: Regular
**Pay Grade**: CAN/05/02/J11
**Rate of Pay**: $34.66 - $36.85 per hour
**Hours of Work**:Up to 70 hours bi-weekly
**Posting Date**: November 7, 2025
**Closing Date**: Open until filled, review of submissions will occur as received

**Summary**
This position provides administrative support to Environmental Protection division.

**Key Duties & Responsibilities**

- Provides administrative support to division program staff, including composing routine correspondence, creating templates, performing document merges and mail outs.
- Proofreads and formats letters, memos and documents prepared by others for grammar, punctuation and adherence to the department formatting guidelines and style guide.
- Proofreads, edits and formats large, technical reports, managing schedules and submissions to ensure accuracy, compliance, and timeliness.
- Provides administrative support to various meetings and committees including arranging meetings, preparing agendas, recording and distributing minutes and action lists, maintaining files.
- Provides contract oversight and administration including overseeing, directing and liaising with contractors.
- Coordinates Freedom of Information (FOI) requests received from the FOI office by distributing requests to staff, tracking response times, compiling submissions, and preparing consolidated responses for review.
- Provides document control support by managing incoming and outgoing correspondence through Prolog project management software for the Residuals Treatment Facility.
- Processes and tracks Training and Development requests and maintains the division’s records, including preparing cost estimates, making travel and accommodation. arrangements, registering staff and making payment for conferences and training.
- Maintains the division's SharePoint site and program subsites while working with the admin team and staff to develop and update pages and manages electronic records.
- Provides general clerical support, including reception duties, arranging courier pickups and providing information and reports to the public, as required.
- Prepares and processes purchase orders and invoices in SAP, supports contract/project procurement, and coordinates year-end financial reconciliation.
- Provides backup for division administrative staff during absences and peak workload periods, as needed.
- Follows all CRD policies, procedures and standards.
- Performs other related duties, as required.

**Key Skills & Abilities**

- Excellent communication (verbal and written), interpersonal and customer service skills are required.
- Ability to take notes at meetings Proficiency and experience with MS Office Suite, SharePoint, and Adobe Acrobat.
- Superior knowledge of business English, spelling, punctuation and the ability to proofread scientific and technical reports.
- Knowledge of environmental issues and scientific terms would be an asset.
- Ability to deal with constantly fluctuating levels of work.
- Demonstrated ability to work effectively with deadline pressures, take initiative, work independently and perform all duties with mínimal direction.
- Ability to use tact, diplomacy and maintain confidentiality when dealing with sensitive issues/clients.
- Ability to operate various types of office equipment.

**Qualifications**

- Certificate in a related discipline
- A minimum of 5 years' directly related experience

**APPLICATIONS**

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience : 5 years or more