Administrative Assistant to the Manager - Jobs in Ontario

Job Description

Administrative Assistant to the ManagerContract Full-Time - up to 13 monthsHuman Services- Peel Housing CorporationProvides daily confidential administrative services to Human Services Managers and their team.Responsibilities:

• 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

Location: In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at 7120 Hurontario Street, Mississauga. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.Hours of Work: 35 hrs/weekThe Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved.Interview: Our recruitment process will be completed with video conference technology.If this opportunity matches your qualifications and experience, please apply on-line.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.New employees are required to be fully vaccinated against COVID-19 as a condition of employment. Being fully vaccinated is determined as the status of having received the full series of approved vaccines (both doses of a two dose vaccine series, one dose of a single dose vaccine series) and any additional doses required and approved by Health Canada and having satisfied the full post vaccination period required to ensure vaccination efficacy. The Region of Peel reserves the right to request proof of vaccination at any time. Acceptable proof includes an Ontario Ministry of Health COVID-19 vaccine receipt which you can obtain through the Provincial portal https://covid19.ontariohealth.ca/, or other government-issued vaccine passport or certification.The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If you are not fully vaccinated, a documented medical reason provided by a physician or registered nurse and time period for the medical reason may be accepted.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 were focused on to bring this vision to life.To learn more about the Region of Peel, explore peelregion.ca.Additional Information:The Region of Peel is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.The Region of Peel is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca. 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.Quick Apply

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