Sr. Administrative Assistant, Corporate and Financial Services
Regular, Full Time
Newmarket, Ontario
Annual Salary: $61,525.77 to $71,980.38
Reporting to the General Manager (GM), Corporate and Financial Services/CFO you will provide senior level administrative support to the GM as well as a Director, Managers and Coordinators within the Finance and Information Services and Technology departments.
What you offer
- Post-secondary diploma in business administration or similar.
- 5 years in an administrative function supporting managers and senior leaders.
- Excellent organizational and time management skills.
- Ability to demonstrate discretion when working with confidential information.
- Experience with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and coordinating responses to freedom of information requests.
- Experience with records management including the creation of a records classification system and retention schedule.
- Ability to edit, format, and convert documents to comply with Accessibility for Ontarians with Disabilities Act regulations.
- Advanced knowledge and proficiency with Office 365 (Word, Excel, Power Point, Outlook, Publisher, and Teams) and Adobe.
- Ability to multi-task and prioritize with the ability to change priorities seamlessly throughout the day.
- Strong attention to detail and professional communication skills (oral and written)
- Exceptional customer service skills.
- Ability to take accurate and complete meeting minutes.
- Ability to adapt and understand technical information associated with special projects.
- A valid G class driver's license.
What you will do
Administrative
- Plan and coordinate internal and external meetings; develop agendas and produce concise meeting minutes. Provide correct event and meeting materials in a timely manner.
- Format, edit, and convert documents, reports, presentations, and articles to ensure compliance with Accessibility for Ontarians with Disabilities Act regulations.
- Assist with scheduling, travel arrangements and creating, editing, tracking and circulation of correspondence.
- Screen general inquires received and respond or circulate to appropriate staff.
- Participate on applicable committees (Administrative Assistant's Team, Records Management Committee etc.).
- Support financial document management, including preparation of purchase orders, and quotation summary sheets, circulation of accounting items and circulate to the applicable departments.
- Track and process divisional/departmental management expenses.
- Prepare certificates of insurance from the Conservation Authority's insurance company.
- Coordinate annual insurance renewal liaising with Conservation Authority departments to ensure application is complete.
- Advise insurer of claims/possible claims against the Conservation Authority and maintain corporate insurance files.
- Provide backup coverage reviewing and redirecting Help Desk tickets when IT Technician is absent.
- Coordinate the corporate mobile phone program.
- Maintain petty cash and ensure appropriate receipts are received.
- Prepare annual levy letters in coordination with the Chief of Staff.
- Coordinate and prepare submission of annual Conservation Ontario Statistical Report
- Responsible for coordinating maintenance of coffee equipment and ordering supplies for all staff.
- Working with Administrative staff, organize office supply orders.
- Responsible for the creation of a records classification system and retention schedule in conjunction with the Information Services and Technology department.
- Administer the corporate account for offsite storage of files and shredding services for both offices.
- Arrange for corporate credit cards and maintain VISA records.
- Provide backup coverage for the reception desk.
Freedom of Information
- Responsible for coordinating the Conservation Authority's Freedom of Information process.
- Review requests and advise requestor of payment process.
- Coordinate records search.
- Review provided records and create cost estimate for requestor.
- Compile package for approval by the FOI Coordinator (GM) and release to the requestor once payment is received.
- Responsible for training Conservation Authority staff regarding Freedom of Information processes and responsibilities.
- Track request statistics and complete annual reporting for the Information and Privacy Commission and the Board of Directors.
Start Date
August 2022
Hours of work
35-hour work week, Monday to Friday, 8:30am – 4:30pm
Currently, this position is eligible to apply for hybrid work.
Please forward a single pdf document that includes a résumé and covering letter to the Conservation Authority's Human Resources, referencing Competition #15-2021, by 4:00 pm on July 11, 2022, to careers@LSRCA.on.ca.
The Authority is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, the Authority will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you are contacted regarding this competition and you require disability related accommodations, please inform Human Resources.
All personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act. We thank all applicants for their interest in the Authority; however, only those candidates selected for an interview will be contacted.
