Administrative Assistant to Director

Status - Temporary Full-Time - Temporary - Approximate length of assignment, in months - 5 - Type of Position - a Replacement - Start Date - Immediate - Salary - Annually - Salary Grade - $66,833.00 - $75,892.00 - Department - York Region -> Community & Health Services -> Strategies and Partnerships - Location Strategies&Partnerships Branch - 17150 Yonge Street - Newmarket, ON L3Y 8V3 CA (Primary) - Job Description (E) **POSITION PURPOSE**: Reporting to the Director, Strategies and Partnerships, is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; 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 to the Director or MOH/AMOH as related to the applicable office and portfolio. - Assists in researching and gathering background materials; edits documents and/or ensures required presentations and/or briefing notes, are available in a timely manner. - Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports. - Assists and facilitates communications between the Director or MOH/AMOH and staff, elected officials, outside agencies and the public. - Prepares confidential correspondence, documents and reports for the Director or MOH/AMOH including Council and Committee reports, charts and graphs. - Receives, redirects and responds to communications addressed to the Director or MOH/AMOH or GM 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 by the Director or MOH/AMOH, 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. Performs other duties as assigned, in accordance with Branch and Department objectives.**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. - Council Approval Date - Scheduled Weekly Hours - 35 - Scheduled Shifts - 8:30 - 16:30 - Operational Hours - Close Date - July 27, 2025 - # of Hires Needed - 1 - Union - Non Union Staff - .