indeed
Administrative Clerk - Secretary
York Region
Newmarket, CAN
Temporary
Entry
Hybrid
3 days ago
Administrative SupportSchedulingCorrespondence PreparationMinute TakingRecords ManagementMS Office
Free
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Administrative SupportSchedulingCorrespondence Preparation
About the Role
York Region is seeking a temporary Administrative Clerk/Secretary to provide administrative and clerical support to a Branch program. Duties include scheduling, preparing correspondence, tracking project activities, and maintaining filing systems.
Key Skills for This Role
Administrative SupportSchedulingCorrespondence PreparationMinute TakingRecords ManagementMS Office
Responsibilities
- 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
- 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
Requirements
- Post Secondary certificate/diploma in Business/Secretarial Science (one year or more) or related program or approved equivalent combination of education and experience
- Minimum two years secretarial/administrative experience in a computerized/automated office environment
- Demonstrated experience providing administrative support with responsibilities for one or more program(s) and/or manager(s)
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability
Full Job Posting
About the Role
- Reporting to the Supervisor, Administrative Services 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, report
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.
- 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.
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.
- 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 assignme
- 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, team work, initiative/self management, accountability, flexibility and adaptability.
Salary
- CAD 34.61 CAD 37.61 per hour
Schedule
- Casual/On call
- Temporary Approximate length of assignment, in months
- Scheduled Weekly Hours: 3.5 Varied/ As Required
- Scheduled Shifts: Operational Hours
What We Offer
- Defined Benefit Pension Program With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan
- Employer of Choice Recognized as the highest ranking government employer in Canada
- Benefits and Wellness Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans
- Inclusive and Diverse Workforce
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