Administrative Assistant Full-time Job

Job Summary

Provide timely and accurate administrative support.  Using advanced computer skills and strong organization abilities to aid in the day-to-day operations of the team and division.  Carry out duties under the general direction of the Manager, Court Administration and functional guidance of the Supervisors.  

Onsite – 5 days a week.
 

Duties and Responsibilities

The successful candidate will:
•    Manage day-to-day administration for Manager of Court Administration including scheduling, resolving calendar conflicts, and providing immediate meeting/event support, room bookings, drafting and editing materials, filing and storage of documents and assisting with court documents for files regarding informations and certificates of offence;
•    Provides support to Supervisors of Court Administration and Court Support;
•    Preparation and organization of correspondence, reports, mail, spreadsheets, files etc.;
•    Perform basic budget tracking, data entry tasks;
•    Assume primary responsibility for composing spreadsheets and reports for statistical purposes
•    Assist and support special administrative projects and corporate policies and procedures, researching and providing data and analysis of various subjects to identify and support improvement opportunities.  Perform information gathering where a response is required from various staff. Identify continuous improvement opportunities in the department and promotes corporate values;
•    Participates in assisting with variance reports throughout the year. Processing of invoices, reports and reporting on SAP, Infor/ Sharepoint/Webex/ICON/City Admin etc. for the Division. Prepare and maintain Change of Status forms and I.T. Access forms for Department. 
•    Assume primary responsibility for ordering and managing office supplies, office equipment  and restocking supplies which will require lifting between 15lbs – 25lbs along with the possible use of a ladder or step stool;
•    Assume primary responsibility for Time/Labour enteries, Payroll track staff time, input time and attendance in SAP biweekly, and prepare time-management reports using SAP;
•    Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person;
•    Provide support/backup to the intake desk and records and customer service clerks;
•    Perform other duties as assigned.
 

Skills and Qualifications

• Skills and Qualifications
  •    Graduate from a post-secondary program specializing in Office/Business  Administration;  
  •    2 to 4 years of progressively responsible positions that have resulted in outstanding administrative office skills
  •    Understanding of municipal government and service delivery is an asset;
  •    Prolonged exposure to computer, keyboards, screens, standing, sitting and walking;
  •    Effective interpersonal skills to enable you to represent the division in a professional, credible and courteous manner in dealing with a wide variety of stakeholders;
  •    Understanding of Acts, regulations and directives as they apply to the Provincial Offences Court Office;
  •    Advanced knowledge of Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (SAP) Infor/Sharepoint/Webex/ICON/City Admin; 
  •    Working collaboratively and relating effectively with staff and all stakeholders in the Provincial Offences Court Office;
  •    Embracing change: open to different or new solutions or approaching, and maintaining a positive and constructive attitude in the face of change;
  •    Planning and adjusting work based on a thorough understanding of requirements and prioritizing and seeking clarification and direction, as appropriate;
  •    Proofreading, editing and writing skills to support management in correspondence, report writing and preparing presentation materials;
  •    Demonstrated ability to work effectively both independently and in a team environment;
  •    Solid understanding of City policies, procedures and administrative practices is preferred;