Administrative Assistant

POSITION RESPONSIBILITIES:

The duties for this position may involve but are not limited to:

• File, sort, scan and organize electronic and physical files.
• Update and track unit logs such as resignation and retirements, performance appraisals, awards recommendations, etc.
• Prepare monthly Board Reports and other statistical reports as required.
• Word process, photocopy and disseminate memos, letters and reports.
• Sort and disseminate incoming mail and record responses.
• Maintain office supplies and equipment by taking inventory, ordering and receiving supplies and organizing and maintaining supply room; maintain service and supplies for office equipment (faxes, printers, etc.)
• Schedule meetings, meeting rooms and travel arrangements for unit members.
• Respond to internal inquiries and requests for information, take messages and direct calls.
• Gather and research information requested by Supervisor.
• Process and prepare data for the Awards Committee meetings. Take minutes, follow up and process awards to ensure entry into members’ personnel files.
• Assist with updates to the Business Plan using CIPS.
• Process E-recognitions in Peoplesoft and Laserfiche. Follow up with Compensation & Benefits Unit, if necessary
• Maintain correspondence, information and confidential personnel files against retention schedule.
• Track notebooks and input into inventory system. Conduct bi-annual notebook audit.
• Conduct queries on systems.
• Submit internal applications and forms on behalf of unit members.
• Track and process monthly credit card expenses for all major credit cards issued to Unit members.
• Coordinate and administer vehicle booking and service appointments for People, Wellness & Talent vehicles.
• Receive and disseminate letter file requests and follow up to ensure that files are completed and closed.

MANDATORY QUALIFICATIONS:

• Successful completion of post-secondary education in business, office administration or a related field.
• Minimum of 6 months of progressive office administration and clerical experience.

PREFERRED QUALIFICATIONS:

• Knowledge of Peoplesoft, Foxit, Laserfiche and good knowledge of Microsoft Office applications.
• Knowledge of YRP rules and regulations
• Problem solving abilities in order to prioritize a multitude of tasks from various members of the unit and deal with incoming inquiries from YRP members, other agencies, and members of the public.
• Communication and interpersonal skills to interact with YRP members, other police services and outside affiliate agencies, YRP Services Board members, Region employees and members of the public in order to take messages, refer to the appropriate party or explain and exchange information and answer straightforward inquiries regarding human resources related information.
• Organizational and planning skills and ability to complete a multitude of tasks simultaneously.
• Customer service skills and ability to deal with calls of a sensitive nature.
• Quick response and judgement skills.

HOW TO APPLY:

• Please submit your cover letter and resume as one PDF document, by clicking on the ‘Apply Now’ button below.
• Only those selected to move forward in the recruitment process will be contacted.
• All correspondence will be via the e-mail provided on your resume.
Please contact talent@yrp.ca if you have any questions regarding this recruitment process.

Please note this posting has been posted internally as well as externally. In accordance with Article 35 of the Civilian Working Agreement, all internal candidates shall be given priority consideration.
York Regional Police has implemented a Hybrid Remote Work option that is offered to various positions in the organization. Further detail can be discussed during the recruitment process.

York Regional Police is committed to fairness and equity in our recruitment and selection process, and in building and retaining a talented and diverse workforce representative of the community we serve.

All York Regional Police employment policies and procedures are intended to be non-discriminatory and barrier-free. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided throughout the recruitment and selection process to applicants with differing abilities upon request.

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