Administrative Assistant - Jobs in Niagara, ON

Job Description

Temporary DurationApproximate Duration: 18 to 24 monthsJob DescriptionJob SummaryReporting to the Associate Director Transmission Prevention, the Administrative Assistant is responsible for providing confidential and administrative support and services to the Associate Director and division’s management team.EducationPost-secondary diploma in Office/Business Administration.Knowledge5 years’ experience in a computerized health/human resources related office.Advanced knowledge of Microsoft Office and proficiency in office technology and software.ResponsibilitiesProvides secretarial and administrative assistance to the Associate Director and management team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.Prepares travel arrangements.Prepares PowerPoint presentations, letters, reports, speeches, agendas and minutes as assigned.Receives visitors, screens telephone calls, take messages, handles replies or directs callers to appropriate areas or departments.Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.Receives and prioritizes Associate Director’s mail and e-mail, redirecting to appropriate programs for follow up and responding on the Director’s behalf as requested.Coordinates activities between internal offices and external agencies/boards.Maintains accurate information for the divisional website and Accreditation/Emergency Response database.Ensures timely and effective communications within the division (e.g. staff announcements, bereavements, directives, issues and items of staff interest). Provides functional guidance and support to managers and divisional program/office assistants on directives from the Associate Director.Troubleshoots issues for CSD staff related to payroll, vacation, benefits and other relevant human resources functions/concerns.Coordinates meetings, preparing agenda packages, recording proceedings, performing follow-up tasks for Committee and any sub-committees.Completes and distributes minutes for follow-up as required.Highlights items of importance/sensitivity, ensuring they are brought to Associate Director’s attention.Follows up on administrative issues.Coordinates divisional reports and specialized documentation to support division activities.Coordinates reports for Public Health & Social Services Committee meetings, typing and logging confidential information, following up to assist senior staff in meeting the schedule deadlines, and liaising with Medical Officer of Health's office to ensure submission and final report approval/signature.Perform financial administrative support for the Associate Director including preparation of expense reports, purchasing card processing, initiating purchase requisitionsPrepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers compensation reports, etc.)Undertakes research to support report preparation, as requested.Maintains division’s confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols and alpha guidelines.Maintains records for ready access by divisional staff.Undertakes special projects or tasks or other related duties as requested by the Director and/or senior management team (SMT).Coordinates workshops, training programs and legislated requirements with external agencies to ensure division staff meets licensing and certification requirements.Coordinates department sponsored special events, assisting with planning activities, coordinating registrations and payments.Special RequirementsAnnual influenza vaccination – preferred.Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.Closing StatementUncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!Let us know why you would be an excellent team member by submitting your online application.We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.