Region of Peel

Administrative Assistant – Director

Region of Peel

full-time

Posted on:

Location Type: Hybrid

Location: Mississauga • Canada

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Salary

💰 CA$71,549 - CA$89,436 per year

Job Level

Lead

About the role

  • Monitor electronic inbox to and from the Director's office
  • Organize file systems in SharePoint, prioritizing, organizing and scheduling appointments, meetings, deadlines, etc.
  • Maintain Divisional policies and procedures, ensure the completion of annual updates and upload to central SharePoint folder
  • Accurately prepare cheque requests, on-line purchase requisitions, general ledger entries, input payments and journal entries
  • Maintain the divisional Position Management database (team restructuring, transfers, new hires, inactive and contract positions)
  • Ensure divisional orientation presentations are updated semi-annually, and organization charts are current
  • Ensure divisional staff and management telephone and distribution lists are current
  • Update divisional FTE (full time equivalent report) monthly for the Financial Support Unit
  • Research and respond to complaints, managing routine correspondence and requests
  • Prepare agendas and record minutes of meetings and ensure appropriate follow up on action items
  • Actively participate in Health Leadership Team Admin meetings, activities and trainings
  • Determine type and complete document execution forms and routing to obtain appropriate signatures for Ministry funding agreements, community partner agreements and external contractors
  • Prepare and coordinate documents for DocuSign
  • Arrange travel and accommodation requirements for Director and staff attendances at conferences
  • Provide coverage and coordination with the Administrative Assistants in the Public Health Division
  • Format, proofread, edit and maintain SharePoint/EIM version control of Council reports in eScribe and route final version for signature by Medical Officer of Health
  • Assist Director in the preparation of divisional budgets, compile information for quarterly reports and supporting documentation
  • Post Seniority list (twice a year) and assist Manager AAs Public Health in any query relating to calculation of seniority
  • P-Card reconciliation as per Regional policy for Administrative Assistant and Director’s P-Card
  • Provide program and administrative support to committees within and across the division when required
  • Liaise independently with external partners and Regional staff with professionalism, discretion and diplomacy
  • Work in a self-directed manner within a collaborative team environment, with multiple tasks and shifting/changing priorities
  • Liaise 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
  • Ensure timely and sensitive paperwork is processed in an efficient manner; actively managing a follow-up system to ensure work proceeds in a smooth manner
  • Ensure timely and accurate entry of data into HRMS for Electronic Job Data, Staff absences, vacations, lieu time, STD and other requests from Director, Manager/Supervisor

Requirements

  • A satisfactory Level 1 Criminal Record Check obtained directly from a police station (third-party background checks will not be accepted)
  • Successful completion of a post-secondary administrative studies program plus a minimum of three years relevant experience
  • Combination of education and experience may be considered
  • Advanced MS Office applications, especially MS Word, Excel, PowerPoint, Visio, SharePoint and OneDrive and SAP Success Factors
  • Excellent verbal communication skills
  • Strong writing skills
  • Proven ability to problem-solve and be proactive
  • Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
Benefits
  • Comprehensive Health, Dental, Vision benefit plan including psychological health
  • Automatic enrolment into OMERS pension plan (where applicable)
  • Accrue Vacation on a monthly basis starting at 3 weeks per annum
  • 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
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
document executionbudget preparationdata entryP-Card reconciliationfile organizationagenda preparationminutes recordingcheque requestspurchase requisitionsgeneral ledger entries
Soft Skills
verbal communicationwriting skillsproblem-solvingproactiveprofessionalismdiscretiondiplomacycollaborationtime managementadaptability
Certifications
Level 1 Criminal Record Check