Administrative Secretary, Licensing & By-Law Services

Role Overview

• Provides secretarial and administrative duties for the Managers and sectional staff.
• Responsibilities include scheduling meetings, preparation of correspondence and minutes, maintaining sectional files and tracking, and other related administrative duties.
• Prepares, composes and proofreads correspondence on a variety of routine matters.
• Drafts communication for general staff notices or information to be shared for the consideration of the Managers.
• Acts as a contact for Managers and ensures information is disseminated to appropriate staff.
• Schedules appointments, arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, set-up of audio-visual equipment, coordination of food/beverage as required and informs participants of same.
• Takes dictation/minutes of meetings and performs transcription as required.
• Records and reports approved staff absences, vacation, overtime, premiums, other HR and financial related items.
• Coordinates arrangements for staff training, attendance at courses, workshops, conferences, and memberships as required.
• Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By-law, including tracking and updating employee training, inventory and contact lists, and similar items.
• Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies and equipment; assisting with office equipment malfunctions or required maintenance/calibration, sorting and distributing incoming mail, processing outgoing mail, courier deliveries, filing and photocopying.
• Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.
• Manage and maintain invoices, PCard, and coordinates Manager approvals. Investigates discrepancies and reconciles outstanding balances.
• Works with other divisional Administrative Secretary to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.
• Provides support and back up to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant.

Requirements

• Previous business office/administrative experience related to the duties listed above.
• Previous experience working in a by-law enforcement environment considered an asset.
• Demonstrated experience in a computerized environment.
• Intermediate knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel).
• Ability to input data at an intermediate level with a high degree of accuracy.
• Experience with data management and invoicing software would be considered an asset.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Proficiency in Business English (excellent grammar and spelling skills).
• Excellent interpersonal skills, initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.
• Demonstrated strong customer service skills and the ability to interact professionally with elected officials, staff, customers, clients, and the general public with tact and professionalism.
• Demonstrated excellent administrative and organizational skills.
• Demonstrated self-motivator, self-directed worker that requires minimal supervision, ability to carry out instructions without detailed direction, multi-task and work under pressure to meet tight deadlines.