Job Posting #23207

Administrative Assistant Transportation


Closing Date:Tue., Sep. 17, 2019
  
Department:Public Works
Location:Headquarters Campbell West
Type:Regular Full-Time
Union:Non Union
Salary:$49,180 - $57,860
Work Hours:35 hrs / week

About Niagara Region

Serving a diverse urban and rural population of more than 430,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada's most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada's most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario's most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

Summary


Reporting to the Transportation Services Coordinator, the Administrative Assistant is responsible for providing confidential and administrative support and services to the Divisional leadership team.

In addition, the Administrative Assistant will also provide support to an assigned Section(s) within the Division.



Education

  • Post-secondary diploma in Office/Business Administration.

Knowledge

  • 5 years’ experience in a computerized office.
  • Knowledge of Microsoft Office systems with specific training in word processing, spreadsheets, presentation software and database applications.

Responsibilities

Provides secretarial and administrative assistance to the Divisional Leadership Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc. (30% of time)
  • Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
  • Prepares travel arrangements.
  • Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
  • Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.
  • Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
  • Receives and prioritizes mail and e-mail, redirecting as appropriate for follow up and responding on the Division’s/Leader’s behalf as requested.
  • Perform financial administrative support for the Divisional Leadership Team including preparation of expense reports, purchasing card processing, initiating purchase requisitions.
  • Coordinates activities between internal offices and external agencies/boards, responding to inquiries, investigating concerns and following up on responses.
  • Manages weekly attendance submissions and vacation requests. Enters attendance information to the corporate attendance management system.
  • Coordinates meetings, preparing agenda packages, recording proceedings, and performing follow-up tasks for Committees.
  • Completes and distributes minutes for follow-up as required.
  • Highlights items of importance/sensitivity, ensuring they are brought to the attention of the Director and/or respective section leader.
  • Follows up on administrative issues.
  • Perform financial program support including: prepare expense reports, process purchasing cards and initiate and process purchase requisitions.  Liaise with Section staff, Procurement and Finance to gather missing information & resolve procurement issues.
  • Provides support on division initiatives, advising staff within and outside the division as needed (e.g. staff certification/license renewals, CERT program)
  • Arranges temporary staff to ensure coverage during absences and peak workloads (as required).
Coordinates Divisional reports and specialized documentation, assisting managers with preparation, formatting, numbering, and form completions, and ensuring deadlines are met and final reports are submitted. (10% of time)
  • Undertakes research to support report preparation, as requested.
  • Ensures the preparation and maintenance of clerical job position manuals.
Maintains division’s confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols. (10% of time)
  • Maintains records for ready access by divisional staff.
  • Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers Compensation reports, etc.)
  • Co-ordinates the Region’s Adopt-a-Road Program discusses the program with interested group representatives and provides training for new groups (churches, schools, service groups, etc.).  Arranges for signing of agreements, sign installation, annual participation certificates and data compilation for annual reports to Committee(s).
Provide administrative support to an assigned Section(s). (40% of time)
  • Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward. 
  • Completes and distributes minutes for follow-up as required.
  • Maintains confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols.
  • Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.
  • Receives and prioritizes mail and e-mail, redirecting as appropriate for follow up and responding on the Section’s/Leader’s behalf as requested.
  • Perform financial administrative support for the Divisional Leadership Team including preparation of expense reports, purchasing card processing, initiating purchase requisitions.
  • Coordinates activities between internal offices and external agencies/boards, responding to inquiries, investigating concerns and following up on responses.
  • Manages weekly attendance submissions and vacation requests. Enters attendance information to the corporate attendance management system.
  • Highlights items of importance/sensitivity, ensuring they are brought to the attention of section leader.
  • Follows up on administrative issues.
  • Perform financial program support including: prepare expense reports, process purchasing cards and initiate and process purchase requisitions.  Liaise with Section staff, Procurement and Finance to gather missing information & resolve procurement issues.
Enhance and contribute to team effectiveness and administrative and program support services. (10% of time)
  • Work collaboratively as a member of the team contributes to positive team functioning.
  • Identify and propose opportunities for improving work processes and systems, with a focus on best practices and continuous improvement.
  • Develop and maintain strong working relationships with staff across the corporation, all levels of government and other organizations to support core objectives of the Division and understand customer/service delivery needs, improve systems and processes and ensure effective communication of information.
  • Respects and ensures confidentiality in all work performed.
  • Participates on committees and at events, as assigned.
  • Provide backup for divisional Administrative and Clerical (Operations) staff, as required.
  • Flexible to be redeployed and/or reassigned to support another Section(s) on a rotational basis.
  • Assists in onboarding and divisional orientation of staff.

Special Requirements

  • Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons
  • Required to take minutes for committees consisting of staff, public, and members of Council (during regular business hours, as well as evening meetings)
  • Must be able to work flexible hours (including evening hours)
  • Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.

Closing Statement

Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow's challenges TODAY!

Let us know why you would be an excellent team member by submitting your online application.

We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.

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