Administrative Assistant to The Regional Clerk - Niagara, Canada - Niagara Region

Niagara Region

Verified Company

Niagara, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Division:

Clerks Office

Job Summary:

Reporting to the Regional Clerk, the Administrative Assistant is responsible for providing a full range of services supporting the Division and Council, including the provision of confidential secretarial and administrative support.

The incumbent must exhibit discretion and be able to work independently while maintaining confidentiality. The position requires the incumbent to frequently meet tight timeframes.

The position requires the incumbent to work directly with a wide range of clients:
Councillors, the Regional Chair's and CAO's offices, Senior Management and the public.

Education:

Postsecondary diploma in Office Administration or equivalent.

Knowledge:

Minimum of 3 years' experience in an administration assistant position within a confidential office.
5 years' Experience working at a senior clerical or administrative level in a local government office setting is preferred.
Willing to enroll in the Municipal Administration Program or other relevant programs.
Completion of Municipal Administration Program or other relevant administrative programs is preferred.

Responsibilities:

_ Provides secretarial and administrative support services to the Regional Clerk's Office and Regional Council as required, preparing confidential correspondence, conducting research, and arranging meetings, etc.

(50% of time)

_:

Serves as a key contact for the Division and Corporation for a wide range of enquiries from Councillors, Senior Management, the Corporation and the public.
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.)
Responsible for encoding time and attendance information on Kronos system. Liaison with HR as necessary.
Books Commissioning/Affidavit Appointments
Preparation of weekly Notice of Meetings
Responsible for booking of Council Chamber
Ensures documents are compliant with the Accessibility for Ontarians with Disabilities Act (AODA) standards.
Processing of correspondence and donations in accordance with Bereavement Policy.
Processing of Flag Raising and Sign Lighting Requests in accordance with the Policy.

- _Process, log and distribute mail._
- _Responsible for Clerks Library (filing)_

_ Support Council, Committee and Corporate Staff (20% of time)

_:

Serves as main point of contact for Councillors for administrative needs (i.e. certificates, processing of expenses, ordering of supplies)
Researches items and matters for the Regional Clerk's Office, Councillors and staff and liaise with officials of other departments, agencies, boards, and commissions
Assists w_ith making travel, accommodation and registration arrangements for the Regional Clerk's Office and Members of Council_

- _Maintain Regional Councillor Public and Confidential contact lists._
- _Responsible to finalize all original Council documents (Blue Book) for safekeeping_
- _Responsible for ensuring applicable Councillor conflict of interest submissions are entered into registry and filed appropriately_

_ Coordinate and assist in in the planning, organization and staging of special events and official Regional protocol functions and at special Corporate events (i.e.

delegations, Inaugural, Pre-Inaugural and Councilor Orientation) (10% of time)

_:

Provides administrative assistance for official Regional functions
Act as the main contact and liaison with facilities services for facilities and equipment matters, e.g. requests for services, moves, renovations, maintenance and repairs and/or delegate accordingly
Procures supplies and services in accordance with established guidelines and policies

_Perform financial administrative support for the Regional Clerk's Office including preparation of expense reports, purchasing card processing, initiating purchase requisitions.

(15% of time)

_:

Orders supplies and maintain inventories for the Clerk's Office.

_ Perform other related duties and responsibilities as assigned or required

_:
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.

Closing Statement:

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