Administrative Assistant

Description:

Main Function: Provide confidential administrative and secretarial support to the Director of Housing Operations, to relieve them of administrative/clerical detail. Use judgement to work within policy limits defined by the Director to support the division. Ensure the day-to-day operation of the Director of Housing Operations’ office is conducted in an efficient and professional manner. Provide administrative support to Senior Managers, as required.

Characteristic Duties: Under the general supervision of the Director of Housing Operations.

1. Act as the Director’s administrative liaison within and outside the Division, as required, in exercising delegated responsibilities and follow up as appropriate.
2. Provide administrative guidance and direction to staff throughout the division with regard to policies and procedures on behalf of the Director of Housing Operations.
3. Identify, recommend, and implement changes in administrative procedures in the division. Assist staff with the set up of new procedures, test, review, and refine as appropriate.
4. Assist and represent the Director and Managers by providing timely assistance in response to internal/eternal requests to resolve inquiries and problems as they arise, based on knowledge of policies and procedures.
5. Work effectively within a team environment to assist in the achievement of the division’s objectives.
6. Compose both routine and confidential correspondence, including meeting minutes, drafting agendas, etc.; takes dictation and transcribes from mechanical recorders and handwritten notes.
7. Perform research duties by obtaining information and data and presenting to Senior Management for their review, approval, and use.
8. Assist with the preparation of Council reports, presentation documents and agendas.
9. Attend Greater Sudbury Housing Operations (GSHO) committee meetings and record proceedings, as assigned.
10. Perform the duties of Recording Secretary for high level, and sometimes confidential, Management meetings, maintaining confidentiality throughout proceedings.
11. Assist in maintaining attendance records including vacation schedules, leave of absences, payroll exceptions and bank time accruals. Complete H/R related forms such as hire, change, leave of absences, termination etc.
12. Prepare and enter payroll exceptions for bi-weekly paid Employees on a weekly basis.
13. Complete sick leave application forms; process annual vacation.
14. Coordinate the scheduling of meetings by reserving meeting rooms, arrange for catering, prepare, and issue notices and prepare agendas.
15. Make travel arrangements for the Director of Housing Operations and Senior Staff as required.
16. Monitor mail, arrange appointments, greet visitors, and provide general information, as required.
17. Maintain, control and safe keep an effective and confidential filing system and information retrieval system for the Director of Housing Operations and Senior Managers.
18. Provide clerical human resource management assistance to the Director of Housing Operations by maintaining and safekeeping employee personnel files, W.S.I.B. files, accurate job descriptions, up-to-date organization charts, preparing job posting and interview packages, conducting skill testing, maintaining grievance files, CUPE documentation, conflict of interest declarations, pay equity, etc.
19. Act as Learning Management System (LMS) administrator.
20. Assist in the preparation of employee training programs and monitor training and development budgets and update the Director of Housing Operations on its status.
21. Coordinate Internal Review Committee proceedings and summarizes for Staff and Service Manager.
22. Support GSHO Joint Health and Safety Committee, Joint Labour Management Committee, Management’s Collective Bargaining Committee, etc., as assigned.
23. Maintain and track legal documentation related to the GSHO’s operations, such as incident reports, insurance claims, legal proceedings, incorporation, Ministerial, CGS reporting, etc.
24. Help maintain up-to-date ongoing business operating plans and documentation, such as BCP, Office Emergency Plan, GSHO Business Plan and Work Plans.
25. Coordinate and prepare a draft of the GSHO newsletter for supervisor’s approval and coordinate the distribution to tenants.
26. Arrange for French translation of documentation, as needed.
27. Liaise with Information Technology department by submitting work orders and following up with problems that they may encounter.
28. Assist in responding to enquiries related to the Freedom of Information Act.
29. Maintain the GSHO website by adding or editing information.
30. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
31. Perform other related duties as required.

Qualifications:

Education and Training:

• College Diploma in a related discipline (e.g., office administration, business administration, communications) from a recognized Community College with Canadian accreditation.
• An Administrative Assistant diploma is considered an asset.
• Additional educational initiatives to update and expand competencies.

Experience:

• Minimum of five (5) years of responsible related experience in a senior secretarial position.

Knowledge Of:

• CGS’s priorities.
• Applicable legislation and related regulations.
• Current and emerging management issues within CGS as they affect the Division.
• Best practices within areas of responsibility.
• Horizontal linkages to other relevant governmental levels and services as well as the private sector.