Administrative Assistant

Job Information

Overall Purpose

• The Administrative Assistant primarily provides research, administrative and senior secretarial support including reception and overall office management.
• Exercises considerable initiative and judgment; working in support of, and in partnership with, the teams which report to the incumbent’s Supervisor.
   

Major Responsibilities

Provide Administrative Support Services:

• Compose correspondence for signature and/or conduct research/collect background information.  Proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
• Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings, including the preparation of material and documents.  Attend meetings and record / distribute minutes as required.
• Maintain annual leave spreadsheet for section personnel.
• Coordinate travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit and follow up on travel claims. 

Provide Reception:

• Alert senior staff to urgent requests from Executives and others requiring immediate attention.
• Respond to, prioritize and/or refer incoming calls, correspondence and e-mails. 
• Assess incoming documents, which are often urgent and time sensitive, and refer appropriately.
• Read, distribute and track incoming and outgoing correspondence or other documents.
• Collect and communicate operational information to staff.
• Greet and assist visitors.
   

Major Responsibilities (continued)

Assist with Financial Management and Office Operations:

• Assist with operation plan / budget preparation and execution.
• Administer budget; track and record expenditures and reconcile credit card expenses. 
• Maintain petty cash.
• Maintain inventory of office supplies; ensure office equipment is in proper working order.
• Maintain staffing schedules (rosters) as required.
• Provide additional support in the absence of other administrative staff.

Manage and maintain Data Integrity:

• Create and maintain databases / tracking systems / reference manuals / hard and electronic files.
• Compile and report operational statistics.
• Serve as point of access for section staff with respect to record management software and/or any other specialized software. 
   

Major Responsibilities (continued)

Provide Section Specific Technical Support Services:

• Liaise with the Executive, Police Service Board members and other members of Council.

Perform other duties as required or directed.    
 

Statement of Required Qualifications

Education 

• Secondary school diploma - Grade 12 or equivalent, plus additional relevant post secondary education. 
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• One (1) to (2) years relevant progressive experience in an administrative assistant role to management including utilization of word processing, spreadsheet, email, internet software applications.

Language

• English – fluency in oral, reading, and writing. 
   

Certifications and Licences

• N / A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety
• Respectful Workplace 
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity, and Inclusion (Towards Authentic Inclusion Course).
   

Job Knowledge

Working knowledge of:

• The Organization’s Mission, Vision and Values. 
• Research and data analysis techniques.

Solid knowledge of:

• Records management and other office applications including word processing, spreadsheet, email, internet, etc.
• Office workflow and protocol.

Understanding of:

• Municipal governance, Police Services Act Statement of Principles and its application.
• The importance of client-centered service. 
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is normally performed in a standard office environment with minimal adverse working conditions.
• High Level of concentration required for minute taking and other related tasks.

Desired Qualifications

• Oral, reading, and writing fluency in French or other languages.
• Working knowledge of the various functions of sections of the OPS.