Administrative Assistant Ii

Reporting to a Community Services Supervisor, the Administrative Assistant II provides administrative support to the Community Services Department. The Administrative Assistant II will work out of the Renfrew office, with occasional travel to other sites as required for operational needs. This is a contract opportunity for 12 months.

Responsibilities

• Performs general administrative duties as required for the department.
• Responsible for the maintenance of all electronic department files in an organized system based on TOMRMS including preparation of destruction certificates for Manager of Legislative Services, and coordinating logistics of destruction process.
• Provide clerical support including preparation of internal/external correspondence, reports, departmental SOP development and conduct research in accordance with policy as requested in an accessible format as required.
• Perform financial support duties for the division (i.e. reconcile billing and gift cards, code and track invoices, and monitor petty cash)
• Maintains statistical reports for the department (i.e. KPIs, municipal funding/reporting requirements).
• Responsible for coordinating logistics of training and workshops including booking venues, arranging catering, coordinating schedules, and setting up audio visual equipment.
• Orders all office supplies and maintains inventory of office equipment and replacement schedules.
• Provides office administration services for the Community Services departmentand acts as backup to Program Support Representatives when required for front reception and managing phone lines to ensure all calls are answered.
• Tracks all leave requests and submits pay sheets to finance department every two weeks for payroll.
• Performs the responsibilities of the position within the legislative and regulatory standards set out in the applicable Provincial and Municipal Acts. Performs the responsibilities of the position consistent with the Operational policies of the County of Renfrew.
• Protects own health and health of others by adopting safe work practices, reporting unsafe conditions immediately, and attending all relevant in-services regarding occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.

Qualifications

• Post secondary education in Office Administration, Business Administration or Social Services.
• 1-2 years related experience.
• Strong interpersonal skills, combined with excellent written skills and verbal communication skills.
• Detailed knowledge of administrative application software for word processing, spreadsheets and data- base functions.
• Previous experience in local government including Council/Committee experience is preferred.
• Strong organizational and time management skills, ability to work independently, set priorities, manage multiple tasks and meet deadlines.
• Demonstrated teamwork and flexibility, with the ability to build positive working relationships while maintaining a high level of professionalism and confidentiality.
• Bilingual in English and French is an asset.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: $31.38-$35.33 per hour

Benefits:

• Company pension
• On-site parking

Work Location: In person