IBSB Admin, Fin & ISDPP Newmrk - 17150 Yonge Street - Newmarket, ON L3Y 8V3 CA (Primary)
ABOUT US
Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.
WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.
Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.
ABOUT THE ROLE
Reporting to the Supervisor, Administrative Services, the Administrative Clerk-Secretary is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.
WHAT YOU'LL BE DOING:
- Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
- Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
- Organizes meetings, prepare agendas, take minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
- Provides support for ongoing projects, including compiling, photocopying and collating material, preparation of presentations utilizing appropriate computer applications.
- Participates as a team project member on administrative projects within the Branch/Business Unit.
- Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
- Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
- Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
- Prepares reports, documents, agreements and correspondence, including composing memoranda and routine letters for signature by the Manager from rough draft or oral instruction.
- Transcribes, formats, proofreads, edits or revises correspondence, reports spreadsheets, presentations, or other documents.
- Receives, sorts, redirects and/or distributes communications, including faxes, internal, external and electronic mail.
- Sends out Regional publications, brochures, kits, promotional materials, etc. with appropriate cover letters via mail or e-mail.
- Logs daily statistics and prepares reports on service delivery.
- Compiles statistical and other data to prepare reports and documents related to services provided.
- Performs filing in accordance with the Corporate Records and Information Management Classification Coding system and Department policies.
- Organizes and maintains manual records and files in accordance with Regional standards and procedures; ensures security for hard copy and electronic files for the program area.
- Maintains inactive records control and co-ordinates off-site storage and retrieval in accordance with Regional standards and procedures.
- Creates and maintains database files for related program(s), as required.
- Responds to inquiries or requests for information from other employees, Departments and the public.
- Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
- Contacts and dispatches service personnel and contractors as applicable.
- Assists with customer surveys, complaint investigations, recommendations and customer service follow ups and maintains records as required.
- Processes applications and related documents pertaining to applications, as assigned; assists customers with applications and contacts them for missing information/documents; contacts applicants when ready and forwards appropriate documents; maintains tracking system relating to applications.
WHAT WE'RE LOOKING FOR:
- Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
- Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
- For LTC Only - As a condition of employment, candidates will be required to provide a satisfactory Police Vulnerable Sector Check (PVSC), tuberculosis screening and proof of immunization in accordance with the Long-Term Care Homes Act (O.Reg.79/10).
- Only include for jobs in TB Program: As a condition of employment with York Region’s Public Health TB Program, candidates will be required to provide proof of tuberculosis screening, in accordance with Section 25(2)(h) of the Occupational Health and Safety Act and Public Health Agency of Canada’s recommendation for tuberculosis screening for health professionals.
- Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation.
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative/self-management, accountability, flexibility and adaptability.
- Computer literacy utilizing MS Office software applications with Proficiency in word processing, scheduling and basic ability in spreadsheet and data base software applications.
- Demonstrated ability to research/investigate issues and sound decision making skills to resolve problems and/or escalate as appropriate.
- Demonstrated writing skills to prepare draft correspondence and reports related to programs and services delivered using templates and from rough copy.
- Ability to exercise good judgement in dealing with difficult situations and/or respond to enquiries from internal and external clients.
- Ability to travel to offsite locations in a timely and efficient manner, as required.
- Ability to work outside regular working hours, including weekends, as required.
Please apply online by 5:00PM EST of the closing date indicated above.
All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.
York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.