Administrative Assistant Community Services - Jobs in Niagara, ON

Job Description

DivisionHousing / Hostels / HomelessnessImportant Notices & AmendmentsAs an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements including hybrid work arrangements to support better work-life balance for our employees. Where operational needs align, and while ensuring business requirements and customer service expectations are achieved, employees may have an opportunity to work within a hybrid model, combining working from home and working in the office.Important Notices & AmendmentsThis position supports the Homelessness Services and Community Engagement division.About UsServing a diverse urban and rural population of more than 475,000, 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.Please note that the Niagara Region requires that all newly hired employees are to be fully vaccinated against COVID-19 as a condition of being hired and provide proof of full vaccination, or provide proof of a bona fide medical or Human Rights Code exemption on a form issued from and approved by Niagara Region.Job DescriptionJob SummaryReporting to the Director, the Administrative Assistant – Community Services is responsible for providing confidential and administrative support and services to the Directors and Management Teams within Community Services in the operations of the division. This position works under the general guidance of the Executive Assistant Community Services and provides backup to other Administrative Assistants, as well as the Executive Assistant when required.Education

• Post-secondary diploma in Office/Public Administration or equivalent.

Knowledge

• Minimum of 3 years experience in an administrative position
• 5 years administrative experience in a computerized office environment, preferably in a Human Services/Public Administration environment is preferred.
• Advanced knowledge/training in MS Office including MSWord, Excel, PowerPoint and Access
• Bilingualism in French and English is considered an asset
• Experience working with a Board of Directors, public agencies, non-profits (or similar) is an asset

ResponsibilitiesProvides day-to-day administrative assistance to the Directors and Management Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.

• Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
• Prepares travel arrangements.
• Prepares PowerPoint presentations, print materials, letters, reports, speeches, agendas and minutes as assigned.
• Receives visitors, screens telephone calls, takes messages, handles replies or directs callers to appropriate areas or departments.
• Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
• Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions
• Ensures reports and correspondence are in compliance with AODA requirements
• Coordinates activities between internal offices and external agencies/boards.
• Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.

Coordinates meetings, preparing agenda packages, recording proceedings, performing follow-up tasks for Committee and any sub-committees.

• Completes and distributes minutes for follow-up as required.
• Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.

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.)Undertakes background research (key web-sites, surveys) for information special projects or other duties related to mandate of division/department and to support policy/report preparation, identifying areas of interest and potential concern for Director/Manager review.

• Researches and assembles background information and undertakes/participates in special projects as required
• Prepares standard statistical reports (including graphs on key indicators of performance) and communication materials for the division/department (newsletters, bulletins, Divisional website/Link).
• Provides suggestions to improve administrative and office procedures/ processes.

Acts as a department resource on programs and services, advising other staff within and outside the division on procedural matters.

• Responds to individual customer needs as they arise, monitoring complaints and ensuring contentious/sensitive issues are brought to the Director/Manager’s attention as appropriate.

Where a shared service agreement with an agency, board, commission (or similar) exists, the Administrative Assistant provides support to the appropriate agency as authorized by the corporation, including but not limited to:

• The duties outlined above
• Acting as the Recording Secretary for regular Board and Executive Committee meetings as well as ad hoc meetings
• Updating ministry on current/change in board of directors, completing the necessary documents/forms, and responsible for recording the reasons for corporate seal use
• Ensuring information on governance policy changes as a governance expert (SME), are provided to the accountable manager
• Preparing information packages for meetings aligned with the Terms of Reference

Special Requirements

• 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 StatementUncover 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.If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:

• Email: [email protected]
• Phone: 905-980-6000 or 1-800-263-7215
• Bell Relay: 1-800-855-0511
• In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department

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