Administrative Clerk - Secretary

ABOUT US

Almost million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE Reporting to the Manager/Supervisor, is responsible for providing administrative and clerical support to the assigned department program, including scheduling, prioritizing and coordinating day-to-day work performed by the management staff/supervisor; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program-specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.

WHAT YOU'LL BE DOING

• Provides support to the managers/supervisors by preparing charts, forms and spreadsheets; compiles and collates materials.
• Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
• Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
• Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
• Logs daily statistics and prepares reports on service delivery
• Compiles statistical and other data to prepare reports and documents related to services provided.
• Responds to inquiries or requests for information from other employees, departments and the public.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

WHAT WE'RE LOOKING FOR

• Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
• Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.
• Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
• Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.
• Proficient in Microsoft Office applications, such as word processing, spreadsheet, database and presentation software applications.
• Demonstrated ability to research/investigate issues and sound decision making skills to resolve problems and/or escalate as appropriate.
• Demonstrated writing skills to prepare draft correspondence and reports related to programs and services, delivered using templates and from rough copy.