Administrative Assistant Corporate Services

Description:

• Prepare memos, letters and reports, etc. of confidential matters.
• Schedules appointments and/or meetings for the Director(s), and departmental staff as requested, ensuring relevant documentation and background information for meetings are brought forward.
• Coordinates, review and finalize departmental reports and monitor approval process through E-scribe for reports and agendas for Council and Standing Committees, and track and follow up on Councilor Information requests.
• Ensures reports and correspondence are in compliance with AODA requirements.
• Coordinates meetings, preparing agenda packages, recording proceedings, and performing follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required, work with internal and external stakeholders
• Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
• Support process and procedure improvements i.e. E-scribe, PeopleSoft, EFMS, etc., and continuous work towards process improvements
• Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
• Assists and coordinates with in-coming and out-going mail and packages
• Assists and coordinates with in-division print jobs and assembling print materials.

Prepares, 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.) (20% of time)

• Coordinates and encodes Time and Attendance for departmental staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process.
• Training Administrator for PeopleSoft including registering staff for training and tracking external Professional Development.
• Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assist with scheduling initial onboarding meetings with key stakeholders.
• Assists with the preparation of staffing requisitions