Administrative Assistant

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
Position Overview
Provide a range of confidential administrative support services for the Manager and Supervisors of the Ontario Works Department.

**Responsibilities**:
**Administrative Support**:

- Receive, record and distribute correspondence
- Record, transcribe and distribute meeting agendas and minutes
- Ensure departmental documents are compliant with AODA standards
- Coordinate and schedule meetings and training events
- Gather, compile and analyze information for Committee, Ministry and statistical reports
- Assist with project and policy development as required
- Maintain and update the records management system for the department
- Address requests for information from outside sources while adhering to information release policy
- Provide administrative assistance with the recruitment and selection process (ie schedule interviews, prepare documents)
- Liaison with LSSC Facility Management regarding workstation, computer, telephone and resource management for department
- Coordinate and implement office services such as purchasing, records control and forms management
- Assist Manager in tracking human resources and health and safety systems including exception reporting, attendance reporting, inspections and vacations
- Complete employee data and LSSC forms
- Arrange travel plans for out of town meetings/conferences
- Respond to inquiries from staff, other departments, members of the public and outside organizations
- Advise Manager of any irregularities or problems, which may arise in areas of assigned responsibility

**Financial**:

- Prepare and process accounts payable/receivables, invoices, bank deposits and cash receipting
- Coordinate the replenishing and purchasing of supplies and services for the program area
- Assist in budget preparation by conducting inquiries, entering budget figures and generating financial reports through the County financial system

**Technology**:

- Use various programs to manage daily responsibilities, including but not limited to Microsoft Office, Outlook, room booking system, iCity etc.
- Navigate the provincial social assistance database to locate required information
- Assist in making changes or updates to the intranet and website
- Troubleshoot and liaise with County's IT department

**General**:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

**Direct Supervision**: None

**Indirect Supervision**: None

**Functional Authority**: None

**Qualifications**:
Minimum Formal Education
- A 2 year Community College Diploma in Office Administration, Business or equivalent

Experience
- 1- 2 years of experience working within an office setting
- Experience working in social services is preferred
- Knowledge and experience with accounting practices and procedures
- Proficient in all Microsoft programs including experience with accounting programs
- Must possess diplomacy, tact and highly effective communication skills
- Demonstrated ability to establish priorities and manage time efficiently

A valid Ontario driver’s license and use of a vehicle.