Administrative Assistant To The Manager

Description:

• Provides proactive, confidential administrative support services to the Manager and team
• Monitors and prioritizes the inbox and calendar in Outlook for the Manager
• Manages information and workflow ensuring appropriate handling of incoming mail and requests into the Manager’s Office; prioritizes inquires of a routine and non-routine nature from internal and external sources
• Collects and collates HS related statistics for the management team
• Receives inquiries from staff and public and coordinates responses as needed
• Coordinates and schedules appointments and meetings for the Manager and their team as required
• Distributes documentation for action to supervisors and staff on behalf of the Manager; manages an action item/follow-up system
• Prepares and/or reviews standard correspondence; create reports, memos, e-mails, spreadsheets, presentations, etc.
• Maintains PATS information which includes tracking staff absences, vacations and provides monthly lieu time/maximum vacation reports using the HRMS software for front-line staff
• Processes and reconciliation of expenses, express purchase orders, and p-card purchases
• Coordinates the Office filing structure and supports staff in best practice for records management; archives files as per Region of Peel guidelines
• Attends meetings and prepares minutes
• Organizes and/or coordinates various projects and initiatives; gathers information from a variety of resources for the management team to review
• Maintains data for tracking and reporting purposes
• Coordinates the preparation of reports and documents for the management team
• Prepares and maintains communication materials

Qualifications:

• Successful completion of a post-secondary administrative studies program plus a minimum of three years relevant experience or an equivalent combination of experience and education
• Ability to apply discretion and confidentiality on divisional issues
• Ability to work in a self-directed manner within a collaborative team environment
• Committed customer service focus with a high degree of tact and diplomacy
• Demonstrated critical thinking skills
• Excellent verbal communication skills to interact effectively with management, staff and clients
• Strong written skills needed for minute taking and to draft correspondence
• Ability to compile information for the divisional management group to review
• Detail oriented to ensure a high standard of professionalism
• Ability to compile and analyze information
• Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands
• Proven ability to problem-solve and be pro-active
• Some knowledge of the HS Department’s structure, programs and services would be considered an asset
• Some knowledge of corporate administrative systems, policies and procedures, organizational structure and major corporate and departmental activities an asset
• Proficiency in MSOffice applications, SDMT, EIM, Peel Absence Tracking System, HRMS and Red Dot publishing; knowledge of in-house HS software applications an asset