Administrative Assistant to Director

POSITION PURPOSE:
Reporting to the Director, Strategies and Partnerships, is responsible for providing administrative and clerical support including handling sensitive political and human resource issues; maintaining and tracking all reports coming in and out of the office; researching and compiling background information; arranging meetings and appointments; taking formal minutes at meetings; maintaining office administration and records management processes and procedures; responding to and/or redirecting inquiries/communications; and completing special projects, as assigned.

MAJOR RESPONSIBILITIES

• Provides administrative and secretarial support to the Director or MOH/AMOH as related to the applicable office and portfolio.
• Assists in researching and gathering background materials; edits documents and/or ensures required presentations and/or briefing notes, are available in a timely manner.
• Researches, writes, prepares and coordinates background material, presentations and/or briefing notes, for responses to inquiries and for meetings and reports.
• Assists and facilitates communications between the Director or MOH/AMOH and staff, elected officials, outside agencies and the public.
• Prepares confidential correspondence, documents and reports for the Director or MOH/AMOH including Council and Committee reports, charts and graphs.
• Receives, redirects and responds to communications addressed to the Director or MOH/AMOH or GM and takes appropriate action to ensure urgent matters are dealt with quickly.
• Maintains office records management system which includes a bring forward and follow up tracking system to ensure that appropriate action is taken; creates and maintains databases; prepares documentation for storage and/or retrieval of off-site documents using the Corporate Records Management system; assists in maintaining a library; and ensures consistent standards and appropriate training of staff for documents produced by the Branch or Division.
• Assists in managing contracts administered by the Director or MOH/AMOH, including purchase orders, verifying invoices and maintaining project records.
• Identifies best practices and procedures in office administration and programs and implements changes.
• Provides set up and orientation for new staff, as required.
Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

• Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
• Minimum three (3) years progressively responsible administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment.
• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
• Knowledge of general office procedures, preparing documents and records management practices.
• Knowledge of Department and Branch services and programs and ability to relate information to meet customer needs.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative, self management, accountability, and flexibility/adaptability.

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 [email protected] or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.