York Region Looking for Administrative Clerk Secretary at Richmond Hill, ON Full Time

POSITION PURPOSE

Reporting to the Manager/Supervisor, is responsible for providing administrative and clerical support to the assigned department program, including scheduling, prioritizing and coordinating day-to-day work performed by the management staff/supervisor; 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.

MAJOR RESPONSIBILITIES

• Provides support to the managers/supervisors 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/Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
• 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.
• Logs daily statistics and prepares reports on service delivery
• Compiles statistical and other data to prepare reports and documents related to services provided.
• 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.
• Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.

QUALIFICATIONS

• 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.
• 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.
• For Transit Enforcement and Security Only – Satisfactory Police Criminal Background Check.
• Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.