Administrative Assistant, 5 District

**Job Description**:
**Job Title**:Administrative Assistant, 5 District**Posting Start Date**:10/16/24**Closing Date**:October 29, 2024

**Requisition ID**:1373

**Title**:Administrative Assistant, 5 District

**Branch**:Operations

**Service**:5 District

**Salary**:74,046.00 - 79,486.00 per annum

**Status**:Job Type**:Full-Time, Job Posting Type: Civilian, R/T: Temporary

**Openings**:1

**Location**:
**Position Purpose**

The purpose of the position is to provide administrative and clerical support, including research and database management services to the incumbent assigned area, and acts as a credible information source for various bureaus and personnel within each District office.

**Major Duties & Responsibilities**

Receive and disseminate letter file requests and follow up to ensure that files are completed and closed. Respond to letter files from the public where appropriate.
Word processing, photocopy and disseminate memos, letters and reports.
Sort and disseminate incoming mail and record responses.
Maintain office supplies, official forms, property tags, evidence bags and equipment by taking inventory, ordering and receiving supplies and organizing and maintaining supply room; maintain service and supplies for office equipment (faxes, printers, etc.). Track and audit officer equipment such as portables.
Schedule meetings, meeting rooms, and equipment for unit members. Maintain several calendars.
Respond to internal and external inquiries and requests for information, take messages and direct calls.
Gather and research information requested by Supervisor such as tracking District walk-ins, bail compliance and information for Board Reports.
Take minutes at and perform administrative duties for meetings as required such as the District Community Liaison Committee.
Maintain correspondence, information and confidential personnel files against retention schedule.
Update and track deployment logs. Track statistical information as per supervisor request such as out service deployment, fleet details, community events, Senior Officer community involvement stats, and initiative in Watch Cases
Prepare statistical reports as required such as overdue performance evaluations, mandatory training, time bank balance reports, outstanding GOs, and Senior Officer Community engagements.
Track notebooks and input into inventory system. Audit notebooks semi-annually, and coordinate purge for archives as per retention schedule. Ensure movement of notebooks with members upon transfer. Scan notebooks for all FOI requests.
Conduct queries on systems. Receive complaint area online reports and either close or create a General Occurrence and disseminate info to officers.
Track and process monthly credit card expenses for all major credit cards issued to Unit members. May also update and track District budgets.
May coordinate, schedule and track Ride-Along participants with the platoon Staff Sergeants.
May also conduct CPIC check and add GO report to the MRE.
Monitor and administer Road Watch letter program.
Maintain records for district locker occupancy and may maintain key control system where applicable.
This position description is intended to describe the general level and nature of the position, and is not intended to represent an exhaustive list of all tasks assigned in the performance of this position.

**Education, Licensing & Certifications**

Successful completion of post-secondary education in business, office administration or a related field
Equivalent experience would be considered in the absence of required education

**Experience**

Minimum of 6 months of progressive office administration and clerical experience.

**Skills**

Knowledge of ICON is an asset.
Problem solving abilities in order to prioritize a multitude of tasks from various members of the unit and deal with incoming inquiries from YRP members, other agencies, and members of the public.
Communication and interpersonal skills to interact with YRP members, other police services and outside affiliate agencies, members of the public, and possibly victims and accused, Crowns office and courts in order to take messages, refer to the appropriate party or explain and exchange information and answer straightforward inquiries.
Organizational and planning skills and ability to complete a multitude of tasks simultaneously.
Customer service skills and ability to deal with calls of a sensitive nature.
Quick response and judgement skills.
Ability to deal with aggressive or vulnerable people on the phone
Ability to interact and communicate with political leaders

**How to Apply**

Please submit your cover letter and resume as one PDF document,