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Administrative Assistant

Halton Region serves more than 595,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to the delivery of high quality programs and services that make Halton a great place to live and work.

Joining Halton Region opens the door to a fulfilling career. Our comprehensive compensation, great benefits and employee recognition program are a few reasons why we are one of the GTA's Top Employers.

We engage great people who contribute to meaningful work that makes a positive difference in our community. As an employee, you will be part of a progressive, service focused and award winning employer with a strong long-term financial position and AAA credit rating. We have a diverse and inclusive work environment where you are encouraged to grow and succeed in your career and recognized for your accomplishments and contributions.

As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. Where the work permits, employees will have the choice to work where they can have the greatest impact on achieving our goals. Please note, this position is eligible for our Hybrid Work Program/Work from Home Arrangement.

Posting ID: 831

Department: Finance

Division: Financial Services & Payroll

Job Type: Permanent

Hours of Work: 35 hours per week

Work Location: 567 Michigan Drive, Suite 200, Oakville, ON L6L 0G4

Employee Group: OCT

Posting Date: June 16, 2022

Application Deadline: June 30, 2022

Job Summary

Provides administrative support to a divisional Director.

DUTIES & RESPONSIBILITIES

  • Provides regular back-up support to the Administrative Assistant to the Commissioner of Finance and Regional Treasurer, and for the other Finance Divisions including Budgets & Tax Policy and Capital and Development Financing Divisions.
  • Assists with all meeting requirements including scheduling, preparing agendas, taking minutes and preparing necessary materials and equipment.
  • Co-ordinates and monitors circulation of Regional Council & Board reports within specific deadlines, including electronic tracking of comments provided from various departments and ensuring appropriate signing procedures.
  • Reconciles bi-weekly manual and missing timesheets (COMPASS) for the divisions, monitoring timesheet submissions and approvals.
  • Provides administration support for the external financial statement audits and Ministry reporting.
  • Provides support for the preparation of Halton Community Housing Corporation annual budget, including assisting in the assembly of the budget book.
  • Provides project support by assisting with the assembly of documents and facilitating meetings.
  • Implements and maintain a records management system.
  • Organizes all Director's appointments, e-mails and due dates for reports and other deliverables.
  • Provides general clerical support including maintaining office files, office equipment, inventory of office supplies, databases, bulk mailings, photocopying and filing.
  • Provides other administrative support to the division such as course registration, Corporate Purchase Card Program, maintaining centralized organization charts and other trackers.
  • Receives and co-ordinates telephone/email inquiries for the Divisions from various parties.
  • Compiles and monitors vacation schedules within the divisions.
  • Supports Supply Chain Management on Bid Administration, support Signing Authority, and supporting external communications with Vendors.
  • Performs other duties as assigned.

SKILLS & QUALIFICATIONS

Essential

  • Minimum of three (3) years of progressively responsible related administrative experience.
  • Demonstrated experience with document and records management, calendar management and coordination of meeting logistics.
  • Proficiency with MS Office Suite.

Preferred

  • Diploma in office administration or certificate from a recognized business school.
  • Knowledge of municipal government programs, services and information.

Working/ Employment Conditions

  • In support of the Region's commitment to a healthy and safe workplace and community, the Region has a vaccination requirement for all employees. The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and able to provide proof of vaccination. The candidate will be asked to provide the Region with proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If the candidate is unable to vaccinate for a reason protected by the Code, a request for accommodation can be requested and written proof satisfactory to the Region will be required.

Important information about your application:

  • If you require accommodation, please notify us and we will work with you to meet your needs.
  • We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
  • Applications will be accepted up to midnight of the application deadline.
  • If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.
  • Applications that are not submitted online will not be considered.
  • Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
  • If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

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