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Job Title

Administrative Assistant

Status

Regular Full-Time

Temporary - Approximate length of assignment, in months

Type of Position

a Replacement

Start Date

Immediate

Salary

Annually

Salary Grade

$58,809.00 - $66,849.00

Department

York Region -> Corporate Services -> Human Resources

Location

HR - 17250 Yonge Street - Newmarket, ON L3Y 6Z1 CA

remote work opportunities may apply - CA (Primary)

Job Description (E)

This position will follow our hybrid working model, with flexibility to work a combination of remotely and onsite. Further details will be provided to you during the interview process. If working onsite, your primary work location will be 17250 Yonge Street, Newmarket.

POSITION PURPOSE:

Reporting to the Head, Talent Management, is responsible for providing administrative support to the Head including handling sensitive political and human resource issues; monitoring and reporting on budget status; processing accounts payable for the Division; taking minutes at various meetings; preparing reports, presentations and correspondence; responding to or redirecting inquiries/communications.

MAJOR RESPONSIBILITIES

  • Provides administrative support to the Head and Divisional staff for ongoing projects, including researching and compiling background materials.
  • Prepares agendas and minutes, correspondence, reports, presentations and communication materials; provides background material and/or briefing notes, as appropriate, for responses to inquiries and meetings.
  • Handles confidential matters, sensitive political or human resource issues for the Division such as maintaining staff records, completion of attendance records, vacation schedules and job descriptions.
  • Assists the Talent Management staff, as requested.
  • Prepares various correspondence and reports for the Head's review and approval.
  • Meets with employees who request to review their personnel file.
  • Assists with budget and procurement preparation for the Division.
  • Responds to inquiries, resolves concerns, and ensures effective administrative and communication support with Regional staff, external agencies, stakeholders and members of the public.
  • Arranges for posting of materials and information to posting boards across the Region, as required.

QUALIFICATIONS

  • Successful completion of a Community College Diploma in Business Studies or related field or approved equivalent combination of education and experience.
  • Minimum three (3) years progressively responsible administrative/secretarial experience in an automated office environment.
  • Demonstrated experience in human resources with direct experience in the area of recruitment.
  • Knowledge of the CUPE and ONA Collective Agreements, as well as York Region's Non-Union Policies.
  • Knowledge of relevant HR related legislation and municipal organizations.
  • Knowledge of general office procedures, including taking minutes, preparing correspondence, and electronic/manual records management file systems, including security measures.
  • Excellent organizational, time management and problem-solving skills.
  • Computer literacy utilizing MS Office software applications with intermediate proficiency level in word processing, spreadsheet, and presentation applications, basic level proficiency in Access and familiarity with PeopleSoft system.
  • Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative/self management and accountability, and flexibility/adaptability.

BENEFITS TO WORKING HERE

  • Progressive programs, competitive benefits, employee satisfaction and community involvement
  • Leading wellness programs that inspire employees to lead happier, healthier lives
  • Flexible work arrangements, which include remote work opportunities
  • Diverse spectrum of career opportunities
  • Diverse and inclusive environment
  • Recognized on the Forbes list of Canada's Best Employers 2022 as the highest-ranking government employer in Canada, ranking fourth overall among 300 organizations

Council Approval Date

Scheduled Weekly Hours

35

Scheduled Shifts

Operational Hours

Close Date

May 24, 2022

# of Hires Needed

1

Union

Non Union Staff

Please apply online by 4:30PM EST of the closing date indicated above. We thank all candidates for their interest; however, only those selected for an interview will be contacted via email.

All York Region Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire. Should you be the successful candidate, you will be required to comply with the Region's mandatory Vaccination Policy that is in effect.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. At the Region, we respect, encourage and celebrate our diversity. If contacted for an employment opportunity, please advise if you require Code-protected accommodation.

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