Research and Administrative Assistant (Planning, Development and Legislative Services)

The Role

Provides support to the supervisor, Commissioner and Departmental Leadership Team on a range of administrative matters. Supports initiatives, research, and submission of Council and Committee reports (including for confidential in-camera sessions). Supports leaders across the department. 

Duties/Responsibilities

• Assists the supervisor and Commissioner with initiatives and activities, including liaising with community partners and stakeholders and developing program materials.
• Provides administrative support to the supervisor, Commissioner and Departmental Leadership Team (e.g. agendas, minutes, research, follow up, correspondence, reports, and presentations). Maintains files for the supervisor and Commissioner.
• Coordinates the submission of council and committee reports including for confidential in-camera sessions.
• Works on administrative projects in support of the supervisor and Commissioner and participates on project teams. 
• Assists the Commissioner’s Office with confidential HR information and processes related to hiring requisitions, FTE tracking, reorganizations, recruitment tools, and employee data. 
• Administers systems to ensure the Commissioner’s Office has current information on key data, briefing notes, and events. Collects information to streamline and update processes.
• Attends senior management meetings on the supervisor’s behalf or to take minutes.
• Researches and exchanges information to support funding applications and seeks out funding opportunities. Assists to draft grant proposals and maintains records. 
• Supports the Commissioner and Departmental Leadership Team with administrative tasks related to confidential land acquisitions.
• Maintains electronic calendars and coordinates scheduling, logistics, training, and conferences.
• Coordinates employee onboarding and offboarding processes for equipment, signing authority, p-cards, parking, access, moves. Updates email groups, memberships, subscriptions, equipment inventory. Provides guidance on office equipment, databases, and filing systems. Troubleshoots/ arranges servicing of equipment and furniture, and trains on administrative processes.
• Has a purchasing card and signing authority to support program needs. Gets price quotes and processes invoices, purchase requisitions, expense claims, and credit card statements. Monitors, reconciles, and forecasts operating expenses using the corporate financial system. Investigates discrepancies with Finance/suppliers and provides updates. Runs financial reports.
• Drafts letters for agency review and comment and sends to circulating agencies and area municipalities as needed. 
• Backs up the supervisor. 
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a post-secondary education in a related field (e.g., business, public administration, communications) plus related experience.
• Skills and experience in office and administrative procedures, protocols, budgeting, and financial administration.
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy). 
• Organization, attention to detail, problem-solving, research, and time management skills with ability to respond to simultaneous demands, shift priorities, meet deadlines, and work independently.
• Communication and interpersonal skills to respond courteously and professionally to the public, clients, and community agencies; understand and meet the needs of clients in a professional, calm and supportive manner; and participate as an effective team member.
• Ability to handle information with confidentiality and discretion.
• Ability to demonstrate initiative and clarify, resolve, and follow up on problems.
• Ability to work in a department with broad scope and diverse perspectives.  
• Computer skills with ability to use software such as Microsoft Office and Adobe Acrobat.
• Ability to travel within Waterloo Region. 
• Ability to support and demonstrate the Region’s values.