City of Richmond Hill Hiring for Administrative Assistant Job at Richmond Hill Full Time

Position Summary

This position is responsible for providing administrative support to ensure all divisional administrative tasks and activities are effectively managed while ensuring confidentiality and security of all sensitive information. With expertise in the use of office management practices, processes and software to coordinate schedules, manage document workflow, prepare reports, correspondence and presentation material and ensures requests are responded to in a timely and efficient manner.

Key Duties and Responsibilities

• Supports the Director and HR Division with administrative tasks
• Calendar management for the HR Director
• Reviews incoming materials (e.g. telephone calls, incoming mail/documents, email messages) to determine their disposition and initiate action required; follows up to resolve problems and ensure appropriate and timely completion. Updates and advises on progress, problems and issues and recommended actions
• Manage inflow and outflow of documents
• Enter transactions into the HRIS for employee transfers, promotions, leaves of absences, new hires, terminations, title changes, etc.
• Assist the Director and Managers in the assembly of budgets as appropriate for the Division. Monitoring division’s non-personnel operating budget accounts by keeping track of purchases from these accounts and bringing any discrepancies and issues to the attention of the concerned manager/director.
• P-Card reconciliation, invoice processing and low value purchase order processing
• Assist with preparing job descriptions and job postings and offer letters
• Post jobs on various websites
• Prepare correspondence such as letters of employment and other general correspondence for staff
• Maintain employee files and documentation
• Assist with staff changes including on-boarding and off-boarding and associated set-up
• Compiles data, generate reports and follow up as required
• Drafts, formats, transcribes, collates and organizes briefing notes, packages, documents and reports in response to questions and emerging issues

Education and Experience

• Post-secondary diploma in office administration or equivalent
• 3 years of administrative experience
• Experience on a Human Resources team is an asset
• Experience using SAP and Success Factors is an asset

Required Skills/Knowledge

• Effective time management and multi-tasking skills with the ability to establish priorities to meet tight and changing deadlines
• Highly developed customer service skills with the ability to deal with staff, elected officials, and the public with tact, courtesy, discretion and diplomacy
• Proficiency in Microsoft Office Suite applications including Excel, Word, PowerPoint and Outlook
• Ability to retain confidentiality and security of sensitive information and use discretion at all times
• Strong attention to detail and accuracy
• Ability to independently resolve problems and issues under minimal supervision
• Demonstrates good judgement and makes sounds decisions
• Show commitment to personal growth and development
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills
• Takes initiative to participate in a culture of learning, mentoring and sharing
• Contributes to building and being a part of a positive culture

Leadership Competencies