Administrative Coordinator 1

at  Capital Regional District

CAPITAL REGIONAL DISTRICTADMINISTRATIVE COORDINATOR 1

Req ID: 1089
Business Unit: Planning & Protective Services
Division: Regional Housing
Regular/ Auxiliary: Auxiliary - 12 Month Term
Pay Grade: CAN/05/02/J13
Rate of Pay: $36.85 - $40.36 per hour, plus 14% in lieu of benefits
Hours of Work: 70 hours bi-weekly
Posting Date: October 29, 2024
Closing Date: Posting will remain open until filled

SUMMARY

This positon provides senior administrative and confidential support to the Manager, Operations and the Manager, Housing Facilities and Maintenance. This position also provides administrative guidance and direction across CRHC in support of CRHC’s strategic and operational goals.

KEY SKILLS & ABILITIES

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Strong proficiency and experience using Adobe Professional software.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Advanced knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Thorough understanding and knowledge of social housing or social services and the regulations governing the activities of Capital Region Housing Corporation.
• Strong ability to maintain and communicate large amounts of information regarding varied programs, operating agreements and processes.
• Strong attention to detail with a commitment to data accuracy and integrity.
• Strong ability to deal with confidential and sensitive information with sound judgement, discretion and diplomacy.
• Strong ability to scrutinize and analyze complex financial and technical data.
• Strong ability to follow procurement processes, track and oversee contract expenses including PCard purchases.
• Considerable experience developing presentations and supporting documents at a senior level.
• Considerable experience operating and trouble-shooting a wide variety of office equipment.
• Strong ability to edit documents initiated by others with a high level of attention to detail.
• Considerable experience with cash handling.
• Strong ability to take initiative, use independent judgement and show discretion.
• Strong leadership skills to provide advice and guidance to team members and end users.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Strong negotiation and conflict resolution skills and the ability to diffuse difficult situations.
• Strong ability to work effectively in a team environment and individually with minimal supervision.
• Strong ability to exercise tact, diplomacy and professional conduct in order to influence and collaborate and build consensus with stakeholders at various levels.

QUALIFICATIONS

• Diploma in a related discipline
• Courses in a related discipline
• A minimum of 5 years’ directly related experience
• An equivalent combination of education and experience

• Develop, implement and maintain administrative systems, procedures and standards.
• Work collaboratively with other Regional Housing administrative staff and provide work guidance to other administrative CRHC staff in support of the implementation of, or adherence to, administrative systems, procedures and standards.
• Review, recommend and maintain standardized formats for correspondence, reports, manuals and other documents.
• Maintain records utilizing the CRHC’s SharePoint site ensuring confidentiality and cross-reference follow-up capabilities; follow proper information and record management policies, and support appropriate access to information, as required.
• Act as a Sharepoint champion for CRHC, recommending and working with team leads to organize and maintain all service area subsites, coordinating with Regional Housing Administrative Coordinator as required.
• Prepare, drafts, edit and finalize confidential and non-confidential documents.
• Maintain and coordinate appointment calendars, as required.
• Provide technical administrative expertise, such as the creation of Excel documents and PowerPoint presentations.
• Track tasks and action follow-up to support CRHC Managers and assist to enhance CRHC’s efficiency, productivity and resiliency.
• Draft and proofread a variety of documents and presentations.
• Arrange meetings, prepare agendas, record minutes and action lists, and maintains files, in order to ensure accurate and comprehensive records to facilitate operational and financial decision-making.
• Liaises with CRHC legal counsel to register corporate documents including Annual Report and Notice of Directors at Corporate Registry.
• Provide administrative support to the procurement process and contract lifecycle including RFP process, preliminary evaluation of proposals, proofreading, invoice processing and Privacy Impact Assessments (PIA) when required.
• Maintain records of policy decisions, including reviewing, updating and distribution to staff.
• Coordinate CRHC staff report workflow for various committees and the CRD/CRHC Boards ensuring deadlines are met.
• Assist with preparing and monitoring the Corporation’s budget, reviews Revenue and Expenditures summaries, investigates discrepancies.
• Provide coverage and assistance for CRHC’s front reception, as required.
• Reviews and maintains information on the CRHC website as required.
• Tracks expenses; bringing forward efficiencies when noted.
• Maintains digital and hard copy files including databases, contact lists and distribution lists.
• Follows all policies, procedures and standards of CRHC/CRD.
• Performs other related duties as required.