Regional Municipality of Peel Looking for Administrative Assistant to the Manager, CDIP at Ontario Full Time

Administrative Assistant to the Manager, CDIP (Seniors Oral Health)

Public Health – Chronic Disease and Injury Prevention

Status: (1) Regular Full Time

Salary Range: $51,815 – $64,770 per annum (plus comprehensive benefits)

Work mode: Hybrid* see below for more details about this work mode

Location: 7120 Hurontario St., Mississauga, ON

Hours of work: 35 hour/week

Administrative Assistant to the Manager provides confidential administrative services to both Manager and Supervisors of the team. You will manage, research, resolve and respond to routine enquiries relating to divisional issues for Management team and front line staff.

This role will interact with the divisional management team to ensure a coordinated and cohesive approach to administrative matters. It will involve coordinating meetings and managing logistics of special events, anticipating the Manager’s needs with respect to upcoming events and ensures the Manager is prepared.

What you will do in this role:

• Monitoring paper/electronic mail inbox and calendar to ensure the timely and sensitive handling of requests, reports, documents and meeting requests to and from the Manager’s office; prioritizing, organizing and scheduling appointments, meetings, deadlines etc.; compiling and organizing information for further analysis and presentation to senior management

• Providing assistance to the Manager and Supervisor(s) in the recruitment and interview process (e.g. booking interviews, scheduling meeting rooms, preparing and forwarding relevant paperwork, collapsing the competition file, assigning and setting up workstations, ensuring new employee has all required tools and info)

• Ensuring timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth fashion; discreetly and tactfully assisting Management staff with termination of staff (e.g. preparing letters, Employee job data forms, packing of desk, transcribing of confidential voicemail, etc.)

• Assisting in the preparation of program and divisional budgets, quarterly reports and supporting documentation; retrieving and reviewing Revenue & Expenditure reports; updating Variance reports for Supervisors’ comments and Manager’s review

• Researching and responding to complaints; managing routine correspondence and requests with a commitment to high standards of service

• Keeping current of issues facing the division and identifying action items where appropriate

• Analyzing existing and introducing new, innovative approaches to maximize efficiency and customer service

• Liaising with the Divisional Director, Managers, Supervisors and their Administrative Assistants/Supports to support the Divisional Management team in carrying out their day-to-day business, projects and planning activities

• Assisting in the resolution of routine internal/external enquiries pertaining to divisional issues, and coordinating responses to requests for data and information; first point of contact for front line staff, assisting with troubleshooting problems, enquiries and direction

• Working in a self-directed manner within a collaborative team environment, and dealing with multiple tasks and shifting/changing priorities.

• Liaising independently with external partners and Regional staff with professionalism, discretion and diplomacy

• Providing support, mentoring and guidance to Administrative Support staff

• Preparing, organizing and maintaining confidential personnel files

• Arranging attendance at conferences, workshops, special events and seminars for Managers, Supervisors and front line staff, including travel and accommodation needs

• Creating and maintaining databases and/or spreadsheets to support division-wide reporting (e.g. divisional inventory, gapping, FTE counts, emergency notification database, telephone lists, seniority list, workstations, laptop keys and codes)

• Creating and maintaining position numbers (team restructuring, transfers, new hires, inactive and contract positions)

• Ensuring the accuracy of expense claims, invoices and cheque requisitions, and liaising regularly with Accounts Payable, Finance and Payroll; accurately preparing on-line purchase requisitions, journal entries, Express PO’s

• Responsible for purchasing goods on behalf of the division utilizing P-Card; P-Card reconciliation as per Regional policy for Administrative Assistant and Manager’s P-Card

• Ensuring timely and accurate entry of data into PATS for staff absences, vacations and lieu time

• Drafting and/or preparing memos, emails, letters, reports, correspondence, agendas, minutes; ensuring appropriate follow up on action items

• Providing program and administrative support to committees within and across the division when required

• Managing EIM system administration for CDIP, including management of users, user groups, permissions, folders and workspaces

• Responsible for administering, reconciling, and replenishing petty cash on a monthly basis or more frequently as necessary

• Assisting with the coordination and team reconfiguration of office moves, including the review of floor plans, workstation assignment, office equipment and file cabinet placement etc.

• Assisting with the coordination of resource and storage areas

What the role requires:

• Secondary school graduate plus post-secondary office administrative education or related field combined with a minimum of three years relevant experience or an equivalent combination of experience and education

• Experience supporting a Manager or Director would be preferred

• Advanced MS Office applications, especially MS Word, Excel and PowerPoint

• Knowledge of Peel Public Health’s structure, programs and services would be an asset

Skills/Abilities:

• Excellent verbal communication skills to interact effectively with clients and staff at all levels

• A good command of writing skills needed for minute taking

• Efficient customer service must be a strong value of the candidate

• Tact and diplomacy

• Proven ability to problem-solve and be proactive

• Ability to work in a self-directed manner within a collaborative team environment

• Effective time management and organizational skills and the ability to deal with shifting/changing priorities and competing demands

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan

• Automatic enrolment into OMERS pension plan

• Accrue Vacation on a monthly basis

• 3 Paid personal days and floating holidays

• Flexible hours supporting your wellness and wellbeing

• Annual performance review and merit increases based on performance

• Supportive leadership and a culture of respect and inclusion

• Access to tuition reimbursement (where applicable) and learning and development resources

Work Mode & Job Location:

In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at the 7120 Hurontario St., Mississauga, ON worksite. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Interview: Our recruitment process will be completed with video conference technology.

If this opportunity matches your qualifications and experience, please apply on-line.

As part of the Region’s ongoing commitment to health and safety, there are enhanced COVID-19 specific safety protocols and/or personal protective equipment requirements (e.g. masks, eye protection, etc.) in place to help protect health and safety. The additional requirements are determined based on the nature of the work being carried out.

New employees are required to be fully vaccinated against COVID-19 as a condition of employment. Being fully vaccinated is determined as the status of having received the full series of approved vaccines (both doses of a two dose vaccine series, one dose of a single dose vaccine series) and any additional doses required and approved by Health Canada and having satisfied the full post vaccination period required to ensure vaccination efficacy. The Region of Peel reserves the right to request proof of vaccination at any time. Acceptable proof includes an Ontario Ministry of Health COVID-19 vaccine receipt which you can obtain through the Provincial portal https://covid19.ontariohealth.ca/, or other government-issued vaccine passport or certification.

The requirement to be fully vaccinated is subject to the Ontario Human Rights Code. If you are not fully vaccinated, a documented medical reason provided by a physician or registered nurse and time period for the medical reason may be accepted.

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. The Region of Peel delivers essential services to more than 1.5 million residents and approximately 175,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,500 strong and since 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada’s Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, the Region of Peel is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Region of Peel, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won’t find a better opportunity than the Region of Peel.

The Region of Peel is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

The Region of Peel is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact zzg-hrtalentacquisition@peelregion.ca.

Please be advised, the Region of Peel uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.

System ID: 2023-12525

Position Type and Status: Regular Full-time

Job Industry (Choose up to 3 industries) (EN): Government and Public Sector, Healthcare and Medical Services

Career Level (EN): Entry-level, Experienced

Post End Date: 3/23/2023 11:59 PM

External Company Name: Regional Municipality of Peel

External Company URL: www.peelregion.ca

Flexible Work Mode: Yes