Facilitate effective triaging of correspondence, determining appropriate action and timely follow up as appropriate.
Create documents such as memos, correspondence, emails, reports, PowerPoint presentations, presentation materials, graphics and spreadsheets using established software applications.
Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision-making and meeting facilitation.
Maintain a consistently updated and accurate appointment schedule for the Manager and others as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
Maintain the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records.
Respond to routine verbal and written inquiries from the public, government staff and other agencies.
Update and/or assemble manuals; maintain administrative policy and procedures manuals.
Provide financial support such as monitoring expenditures, coding and processing business expense forms and invoices, reconciling purchase card expenditures, and administering the petty cash account.
Maintain office supplies according to pre-determined re-order levels; arrange for maintenance and repair of equipment.
Arrange conferences, including booking meeting locations, arranging logistics and catering.
Coordinate legal processes, receiving and distributing subpoenas appropriately, notifying supervisors, arranging employee interviews requested by Crown, police agencies and coroner, and arranging for travel and reimbursement if necessary.
Maintain contact, email distribution and phone lists.