Summary of Duties

Reports to the Director of Regional Water Supply, the Administrative Assistant II, performs a wide variety of administrative, confidential, and secretarial duties that will include confidential labour management information. 

Work Performed

• Handles and prepares all manner of correspondence, reports, educational requests and memberships for the Regional Water Division including those of a confidential nature. Maintain follow-up on outstanding matters. Conduct research and compile data.
• Takes dictation, transcribes and types correspondence, reports, minutes and statements for the Boards of Management and the Division.
• Arranges and schedules appointments and maintains calendars.
• Formats reports, takes reports from draft to final stage, provides input and identifies opportunities for researching and implementing improvements to report presentation.
• Monitors budgets and prepares various budgetary forms and financial documents.
• Assists in arranging payment of all invoices and generating invoices (receivables) as required.
• Performs a variety of confidential administrative functions including: processes personnel and staff requisition forms for the Division; maintains organizational charts and job descriptions, records on staffing and personnel matters, prepares payroll records and submits changes and prepares and distributes agendas and minutes for all management meetings.
• Coordinates, collects and compiles data for Board presentations and Regional Water initiatives.
• Processes all mail and provides draft responses to routine inquiries.
• Assists in the management and maintenance of the water systems’ website and related content, including social media.
• Receives, directs and assists visitors; receives and screens incoming calls, and updates the internal phone directory.
• Books conferences, seminars, workshops and staff training and makes necessary travel arrangements.
• Maintains and archives Division records, files, and office supplies.
• Undertakes various special projects related to the Boards of Management and Regional Water Supply and provides back up for the Executive Assistant.
• Performs related duties as assigned.
• Performs various secretarial duties, transcribes minutes of the Boards of Management and municipal committees, and schedule meetings.
• Monitors, tracks, coordinates and follows up on MFIPPA requests.

Qualifications/Experience

• Two-year Community College Diploma in Office Administration – Executive.
• Four (4) to five (5) years of experience in a senior administrative position.

    Skills and abilities in the following areas are necessary:

• Excellent oral and written communication skills, organizational skills and interpersonal skills required.
• Requirement of 50 wpm typing.
• Excellent ability to use relevant software applications such as Microsoft Office; JD Edwards, KRONOS, Excel, and Visio.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.
• Experience in a municipal government environment an asset.

Compensation and Other Information

$54,591 to $73,606

As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.