Administrative Clerk Secretary

at  York Region

Job Description:

QUALIFICATIONS

• Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
• Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
• Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management, and report generation.
• Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability.
• Computer literacy utilizing MS Office software applications with Proficiency in word processing, scheduling and basic ability in spreadsheet and data base software applications.
• Ability to take initiative to complete tasks including bringing forward solutions as issues arise, exercise good judgement in dealing with difficult situations and/or respond to enquiries from internal and external clients.
• Ability to travel to off site locations in a timely and efficient manner, as required.
• Ability to work outside regular working hours, including weekends, as required.

POSITION PURPOSE

Reporting to the Manager, Homelessness Community Programs is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via phone, mail and electronic media.

MAJOR RESPONSIBILITIES

• Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
• Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
• Organizes meetings, prepare agendas, take minutes for Division/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
• Completes purchase/cheque/payment requisitions, corporate purchasing card reconciliation for management staff, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
• Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
• Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
• Logs daily statistics and prepares reports on service delivery.
• Compiles statistical and other data and assists in preparing reports and documents related to services provided.
• Responds to inquiries or requests for information from other employees, Departments and the public.
• Answers incoming calls (Helpdesk) from Regional staff or the public requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
• Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.
• Undertakes administrative research projects utilizing internet, external agencies and other sources.