Business Assistant

POSITION RESPONSIBILITIES:

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

• Perform telephone duties, including answering general inquiries or referring them to the appropriate contact.
• Organize and maintain office supplies including but are not limited to printer and photocopier supplies.
• Maintain correspondence files and sort and disseminate incoming mail.
• Track process workflow of reports among YRP Services/Bureaus especially Information Technology, Infrastructure Services, Finance, Purchasing and the Executive Leadership Team.
• Maintain spreadsheets, Purchase Order logs, software and hardware contracts and maintenance renewals.
• Process invoices by verifying against Purchases Orders, documenting appropriate budget code, obtaining management approval and sending to Financial Services for payment.
• Record minutes at Infrastructure Services, Information Technology and other related meetings.
• Organize and schedule meetings as requested by members of Information Technology, and arranging for adequate facilities if required.
• Reconciling credit card accounts for Information Technology staff.
• Complete and process expense payment and duty exception E-forms for members of Information Technology Prepare reports for use by the Police Services Board and Executive Leadership Team.
• Compile weekly Information Technology Backlog and Status Reports using data gathered from Versadex and other YRP Units.
• Maintain Letter Log file and forward queries to the appropriate personnel for response.
• Create purchase requisitions or purchase order requests from quotes received directly from the vendor or other staff members.
• Assign and track Purchase Requisition numbers for purchases under $10,000 and send to vendor after management approval.
• Process invoices once product has been received and verify against Purchase Order to ensure correct pricing.
• Act as a liaison between Information Technology and vendors, manufacturers and suppliers regarding invoices and product inquiries.
• Maintain capital and operating budget spreadsheets for the Information Technology bureau and other related bureaus within Infrastructure Services.

MANDATORY QUALIFICATIONS:

• Successful completion of a two (2) year college diploma in Business Administration or Office Administration.
• Minimum of one (1) year of previous experience in a similar role.

PREFERRED QUALIFICATIONS:

• Knowledge of Information Technology terminology, equipment and technologies used.
• Strong computer skills with knowledge of MS Office Suite specifically MS Excel and Visio.
• Proven experience and knowledge of purchasing processes and By-laws.
• Knowledge of emergency system processes, organization structure and hierarchy.
• Analytical skills and research skills
• Strong customer service and interpersonal skills.
• Effective organization, time management and planning skills.
• Problem solving abilities in order to prioritize administrative tasks and handle reoccurring issues with vendors and invoices.
• Communication skills in order to interact with members at all ranks and contractors/vendors.

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.

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.

VISION-INSPIRED MISSION-FOCUSED VALUES-DRIVEN