Description:
This role reports into the Regional Clerk and Director of Legislative Services. In this role administrative support will also be provided within the division as required.
As a team member you will work collaboratively to ensure a coordinated and cohesive approach to administrative matters while identifying opportunities to contribute and improve the efficiency and effectiveness of the operations of the Division.
What you will do in this role:
- Organize and maintain the Director’s schedule, arrange meetings, prepare agendas and minutes, identify action items, and ensure follow-up by appropriate staff.
- Facilitate the document execution process.
- Liaise with internal and external contacts.
- Take meeting minutes and transcribe highly confidential information.
- Maintains HRMS Time and Absence information including tracking staff absences, vacation, and lieu time for staff in the Division.
- Conduct routine research as required and respond to complaints, routine correspondence, and requests from employees as well as external and internal stakeholders.
- Reconcile staff p-cards, runs Divisional financial reports, and prepares Purchase Order requisitions.
- Prepare and/or review standard correspondence and edit, produce, and format reports, memos, emails and presentations for the Director.
- Provide highly confidential support, liaising with internal and external contacts and Members of ELT and Regional Council.
- Assists in the setup of Council reports and workflow process.
- Respond to incoming calls and visitors, receive and prioritize correspondence requiring follow-up.
- Provide excellent customer service to inquiries from Councillors, clients and staff.
- Provides assistance to other administrative support positions within the Division.
- Ability to handle politically sensitive issues.
What the role requires:
- Successful completion of post-secondary administrative studies program plus a minimum of three (3) years relevant experience.
- Combination of education and experience may be considered.
- Proficiency in MS Office applications, including Word, Excel, PowerPoint, Visio; and EIM and PeopleSoft.
- Solid understanding of the organization and Council.
Skills/Abilities:
- Good communication and conflict resolution skills.
- Good interpersonal skills and committed customer service focus.
- Strong time management and organizational abilities.
- Demonstrated critical thinking skills.
- Ability to work within a political environment, demonstrated political acuity.
- Ability to deal with shifting priorities.
- Ability to compile, organize and analyze information.
- Ability to work independently with minimal direction and meet strict deadlines.
- Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.