Administrative Assistant - Commissioner of Digital and Information Services

at  Halton Region

ADMINISTRATIVE ASSISTANT - COMMISSIONER OF DIGITAL AND INFORMATION SERVICES

Halton Region’s goal is to become a Digital First organization that is committed to delivering high-quality services in the digital age. Our Digital Mission is to offer 125 of our most used customer-facing services and the top 50 internal processes and staff experiences as complete digital services by 2025.
Through collaboration, innovation, digital and information decision-making models, accountability, and partnerships, Halton Region aims to build a strong Digital Culture. The Region aims to invest in education, and training, celebrate and showcase successes and build a community of practice that will share knowledge and tap into individual skills.
There is no better time to join Halton Region as we transform our conventions and practices to better serve our community and employees.
As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. This position is eligible for our Hybrid Work Program.
Posting ID: 3307
Department: Digital & Information Services
Division: Office of the Commissioner
Pay Range: $60,937 - $81,255
Job Type: Permanent
Hours of Work: 35 hours per week
Work Location: 1151 Bronte Road, Oakville, Ontario
Employee Group: OCT
Posting Date: June 25, 2024
Application Deadline: July 8, 2024

JOB SUMMARY

This position provides administrative support to the Commissioner/Chief Digital and Information Officer as well as the entire Digital and Information Services (D&IS) Department.

• Manage and co-ordinate the Commissioner’s calendar, including the scheduling and coordinating of meetings and appointments.
• Provide administrative support to the Region’s Digital Strategy Governance framework.
• Prepare and distribute meeting agendas and supporting documents to attendees.
• Attend Digital Strategy Governance meetings to take meeting minutes, document and track action items and decisions.
• Assists in the coordination of project portfolio reporting across the Department. Draft, compose and prepare reports, memoranda, minutes, letters and other documents/materials.
• Respond to email and telephone enquiries making appropriate referrals to other D&IS staff where necessary.
• Manages all files for the Commissioner and confidential departmental personnel and administration files.
• Processes, circulates and distributes reports to Council originating in the D&IS Department and processes reports from other departments/divisions regarding comments by D&IS staff.
• Researches and assists with the preparation of reports to Regional Council.
• Monitors and administers the annual operating budget for the Department under the supervision of the Commissioner, pays all accounts, tracks revenues and expenditures, tracks variances, performs reconciliation/journal entries and reports on same to the Commissioner.
• Supports departmental leadership and staff with the execution of procurement processes.
• Provides clerical and administrative support to other D&IS staff when necessary.
• Represents the Commissioner’s office on committees, task groups and in the coordination of meetings.
• Performs other duties as assigned.