Administrative Assistant- Director of Waste Management

**Administrative Assistant
- Director of Waste Management**:
If you are looking for a role where you can lead a team towards the delivery of municipal infrastructure projects for the residents of Halton, we want to hear from you. Over the next 10 years, the Region will be investing over $5 billion in transportation, water and wastewater infrastructure. We are committed to delivering high quality infrastructure for the residents, businesses and visitors to Halton Region, and are looking for dedicated, forward thinking and enthusiastic individuals to join our Public Works team

**As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.**

**Posting ID**: 4009
**Department**: Public Works
**Division**: Waste Management
**Pay Range**: $63,651 - $79,564

**Job Type**: Permanent
**Hours of Work**: 35 hours per week
**Work Location**:Halton Waste Management Site, 5400 Regional Road 25, Milton
**Employee Group**: OCT
**Posting Date**:February 26, 2025
**Application Deadline**: March 5, 2025

**Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.**

**Job Summary**:
The position provides administrative support to the Director as well as the other areas within the Waste Management division at the Halton Waste Management Site.

**Duties & Responsibilities**:

- Coordinate and attend various divisional working groups, meetings, workshops and special activities to ensure required attendees are present, minutes are taken and distributed in an accurate and timely manner and any other relevant documentation and background information for meetings are brought forward.
- Responds to questions/concerns related to the Division in a professional and timely manner, dealing courteously and tactfully with each inquiry or complaint and/or referring to appropriate individual.
- Co-ordinates and monitors circulation of staff reports within specific deadlines, including electronic tracking of comments provided from various departments and ensuring appropriate signing procedures.
- Assist with the preparation and monitoring of the divisional budget including the processing of invoices for daily expenditures and special projects and reconciles spending as required, as well as preparation of expense reports, visa reconciliation and smaller value requisitions.
- Provides general clerical support including maintaining office files, office equipment, inventory of office supplies, databases, bulk mailings and file organization and digitization
- Assists with preparing requests for proposals and obtains approvals of purchase orders.
- Contributes to projects and programs in a support function.
- Tracks and reports on strategic initiatives, including assistance with preparing presentations.
- Ensure the efficient operation of the division by maintaining annual vacation planners, reconciling timesheets, booking conferences, conventions, external training and accommodations.
- Ensure the efficient operation of the Director’s calendar by organizing and scheduling appointments.
- Brings forward items of importance and/or sensitivity, ensuring communication with the Director in a timely manner.
- Manage confidential and administrative files for the Director’s office.
- Provide administrative support and back-up to the other divisions within Public Works including the office of the Commissioner as required.

**Skills & Qualifications**:

- Post-secondary education in business/office administration program.
- Minimum of three (3) years of progressively responsible related administrative experience.
- Demonstrated experience with document and records management, managing budgets, expenses, calendar management, coordination of meeting logistics and preparing correspondence.
- Knowledge of SAP.
- In accordance with requirements in Ontario Regulation 191/11 - Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
- Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.

Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to the delivery of high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressiv