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Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

We welcome all applicants! For more information about diversity, equity, and inclusion at Niagara Region, Diversity, Equity and Inclusion - Niagara Region, Ontarioor email related questions to diversity@niagararegion.ca. To send input on reducing barriers in the current hiring process, please email myhr@niagararegion.ca

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Please note that effective February 12, 2023 mandatory COVID-19 vaccinations are no longer required as per the Niagara Region’s amended COVID-19 Vaccination Policy. As a result, you will not be required to submit verification of your vaccination status before starting employment with the Niagara Region. However, the Niagara Region continues to reserve the right to reintroduce vaccination requirements in the future if necessary to respond to changing public health advice and\or government direction. The Niagara Region continues to strongly encourage everyone to remain up-to-date with vaccinations.

Job Summary

Reporting to the Supervisor of Administration & Communications, the Administrative Assistant is responsible for providing confidential administrative support and services to the Divisional Leadership team. This role also provides assistance and support in the planning, coordination, communication and implementation of divisional and departmental operations.

Education

• Post-secondary diploma in Office/Business Administration or equivalent.
• Certification or additional training in relevant software required to perform the duties is preferred.
• An equivalent combination of education, experience and qualifications may be considered.

Knowledge

• 3-5 years of senior administrative experience in a computerized office environment.
• Advanced knowledge, experience and skills in Microsoft Office Suite programs (Word, Excel, PowerPoint and Outlook) and the various office equipment is required.
• Knowledge of Niagara Region’s Corporate Management Records System (CRMS), Enhanced Financial Management Service (EFMS), Time Encoding Software (Kronos/City Works) is preferred.
• Knowledge of services provided by the Division would be considered and asset.
• Must demonstrate teamwork, open communication, excellence in service, integrity, accountability.
• Must possess proficient written communication skills, including the ability to communicate effectively via e-mail and interpret discussions into meeting minutes.
• Proficient in developing and producing correspondence, documents, reports, financial records and record retention is required.
• Requires accuracy and attention to detail in creating documents/records, along with advanced proof-reading and grammar skills.
• Record/data management knowledge, including file management and using databases is essential.
• Time management and organizational skills, with ability to manage and reprioritize work with demands, interruptions/distractions under tight timelines.

Responsibilities

Provides day-to-day administrative support to the Director and divisional leadership, preparing confidential correspondence and reports and ensuring AODA compliance. (40% of time)

• Prepares memos, letters and reports, etc. related to confidential matters.
• Schedules appointments and/or meetings for the Director, Associate Directors and divisional staff as requested, and coordinates any relevant documentation and background information for meetings.
• Coordinates, reviews and finalizes divisional reports and monitors the approval process through E-scribe for Council and Standing Committee reports. Tracks and follows up on Councilor information requests.
• Ensures reports and correspondence comply with AODA requirements.
• Coordinates meetings, prepares agenda packages, records proceedings, and performs follow-up tasks for Committee/sub-committee meetings, completes and distributes minutes for follow-up as required.
• Highlights items of importance/sensitivity, ensuring they are brought to the Director(s) and/or appropriate employee’s attention.
• Supports process and procedure improvements i.e. E-scribe, PeopleSoft, EFMS, etc., and continuously works towards process improvements.
• Maintains necessary inventory of office supplies, including ordering and receipt of shipments.
• Assists and coordinates in-coming and out-going mail and packages.
• Assists and coordinates divisional print jobs and assembling print materials.

Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, performance appraisals, employee notices, staffing requisitions, posting files, vacation and attendance record management, job descriptions, workers compensation reports, etc.) (20% of time)

• Coordinates and encodes time and attendance for assigned divisional staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process.
• Provides assistance to the Training Administrator for PeopleSoft, including registering staff for training and tracking external Professional Development.
• Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assists with scheduling initial onboarding meetings with key stakeholders.
• Assists with the preparation of staffing requisitions.

Undertakes special projects, research or other related duties, as requested, and assists with divisional, departmental and corporate events. (15% of time)

• Researches and assembles background information/special projects as required.
• Identifies opportunities to modify/streamline administrative procedures, conducting supporting research and making recommendations.
• Maintains effective divisional communications, maintaining key content and ensuring information is current and relevant.
• Provides support, coordination and facilitation for various events working with internal staff from various internal departments to coordinate information, plan and provide recommendations for action and implementation.

Performs financial administrative support for the Director including preparation of expense reports, purchasing card processing, initiating purchase requisitions. (10% of time)

Acts as a divisional lead for Corporate Records Management. (10% of time)

• Manages the divisional records and files management processes, ensuring corporate policies and protocols are followed.
• Reviews files for destruction under the direction of the Supervisor.
• Manages records for file retrieval from storage and maintains inventory of records in storage.

Coordinates office logistics and organizes facilities and equipment. (5% of time)

• Acts as the main contact and liaison with facilities and IT for services and equipment, i.e. requests for services, moves, renovations, maintenance repairs.
• Procures supplies and services in accordance with established guidelines and policies.
• Administers discretionary spending for office supplies and furniture.

Special Requirements

• Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values.

Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!
Let us know why you would be an excellent team member by submitting your online application.
We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.

If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:

• Email: myhr@niagararegion.ca
• Phone: 905-980-6000 or 1-800-263-7215
• Bell Relay: 1-800-855-0511
• In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department