Administrative Assistant to the Commissioner, Public Works - Jobs in Brampton, ON

Job Description

Administrative AssistantPublic Works – Commissioner’s OfficeRegular Full-TimeThe Role…As the Administrative Assistant to the Commissioner of Public Works you will be responsible for providing confidential administrative support services while positively influencing and leading the way for the Public Works Administrative support team to ensure a coordinated and cohesive approach to departmental administrative matters.Responsibilities:Managing the Commissioner’s office through prioritizing, organizing of Commissioner’s emails for action/priority identification of deadlines, etc., efficiently throughout the dayMaintaining Outlook filing system for shared access by the Commissioner, the Administrative Assistant and the Coordinator Strategic Projects Public WorksPreparing draft memos, reports, emails, spreadsheets, presentations and correspondence for the Commissioner on various topics for future event itemsControlling the information, requests, reports, documents and general paper flow to and from the Commissioner’s office in a highly professional and timely mannerPrioritizing action, response, and task work appropriately with enough advance and scheduled time to allow for effective executionResearching, attaining expert opinion and responding to complaints, routine correspondence and requests in a proactive manner with a commitment to high standards of serviceDevelop Executive Summaries to ensure events and actions are captured for reviewOrganizing and maintaining appropriate reports, files, systems and documentation in accordance to records retention by-lawsActively manage a follow up system to ensure that work proceeds in a smooth fashion and that the corporate departments are responsive to administrative matters and issuesCoordinating departmental policy updates, ensuring such items are communicated, as appropriate, to management, staff and other Regional departments Coordinating, editing and assisting management with the preparation of Council reports in support of Regional Clerk functions by ensuring deadlines are metMaintains confidential personnel files/records for the Commissioner’s office and documents and processes all Performance Appraisals for the department and coordinates the preparation of Human Resources paperworkCommunicates with Councilors and Senior Management on various issues including confidential client issuesMaintains the administration of the attendance program for Human Resources, including updating vacation and sick leave into HRMS and within the Health and Safety Management systemCompletes financial reconciliation of expenses and monitoring of Commissioner’s monthly car mileage to ensure within allowable limit and any other Commissioner financial obligationsQualifications:Completed post-secondary education with at least 5 years of experience supporting senior leadership in an expeditious, fast-paced environmentAdvanced administrative skills including calendar management, scheduling, reporting and financial reconciliationPolished communication skills displaying a high-level of professionalismCoordination skills with ability to connect with internal and external contacts possessing a high-level of customer service acumenSuperior computer skills are essential, including using MS Word, Excel, Outlook, Access, HRMS and PowerPointAnalytical mindset with ability to gather information, research and present findingsProblem solving expertise to have the ability to provide solutions to unexpected problemsTeam player with an ability to display initiative and positive proactive workExcellent time management skills, while working in an extremely organized, accurate and detail-oriented mannerIf this opportunity matches your qualifications and experience, please apply on-line.Location: 10 Peel Centre Dr, Brampton, ON - along with the ability to work remotely, as we navigate the COVID-19 pandemic.We are committed to supporting community recovery from COVID-19. This plan will follow a phased approach that is guided by Public Health and Ontario's Framework for reopening. Get detailsHours: 35 hours per weekInterview: Our recruitment process will be completed with video conference technology.As part of the Region’s ongoing commitment to health and safety, there are enhanced Covid-19 specific safety protocols and/or personal protective equipment requirements (e.g. masks, eye protection, etc.) in place to help protect health and safety. The additional requirements are determined based on the nature of the work being carried out.About Us:The Region of Peel serves more than 1.4 million residents and approximately 173,000 businesses in Brampton, Caledon and Mississauga. We deliver a wide range of resident focused services across the Region.Our 20-year vision for Peel is “Community for Life.” Our goal is to create a place where everyone enjoys a sense of belonging and has access to the services and opportunities needed to thrive in each stage of their lives. Our 2015-2035 Strategic Plan outlines the work we're focused on to bring this vision to life.To learn more about the Region of Peel, explore peelregion.ca.Additional Information:At the Region of Peel, we respect diversity and treat one another in ways that are fair, courteous and compassionate, recognizing everyone’s contributions. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The Region of Peel is committed to providing accommodations throughout the recruitment process. If you require accommodation please notify us and we will work with you to meet your needs. We encourage applications from all qualified individuals; however, only those under consideration will be contacted.Please be advised, the Region of Peel uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.