Job Description

Administrative Assistant, Commissioner of Corporate Services and CFO

Corporate Services \xe2\x80\x93 Office of the Commissioner, Corporate Services and CFO

Status: 1 Regular Full Time

Salary Range: $65,480 to $81,849 per annum (plus comprehensive benefits)

Work Mode: Hybrid *see below for more details about this work mode.

Location: 10 Peel Centre Drive, Brampton

Hours of work: 35 hours per week

Who we are: We deliver vital services and functions for the organization and the community. Our teams provide expertise and advice that support the overall success of Peel by supporting the completion of Term of Council Priorities, Organizational Priorities and Executive Leadership Team (ELT) Opportunities.

In this role, you will provide confidential administrative support services to the Commissioner of Corporate Services and Chief Financial Officer (CFO) and positively influence and lead the way for the Commissioner\xe2\x80\x99s support team to ensure a coordinated and cohesive approach to departmental administrative matters.

What you will do in this role:

• Managing the Commissioner of Corporate Services and CFO through prioritizing, organizing of Commissioner\xe2\x80\x99s emails for action/priority identification of deadlines
• Maintaining the MS Outlook filing system for shared access by the Commissioner
• Preparing draft memos, reports, emails, spreadsheets, presentations, and correspondence for the Commissioner on various topics for future event items
• Controlling the information, requests, reports, documents, and general paper flow to and from the Commissioner\xe2\x80\x99s office in a highly professional and timely manner
• Prioritizing actions, responses, and tasks work appropriately with enough advance and scheduled time to allow for effective execution
• Researching, attaining expert opinion, and responding to complaints, routine correspondence, and requests in a proactive manner with a commitment to high standards of service
• Developing Executive Summaries to ensure events and actions are captured for review
• Organizing and maintaining appropriate reports, files, systems, and documentation in accordance to records retention by-laws
• Actively manages a follow-up system to ensure that work proceeds in a smooth fashion and that the corporate departments are responsive to administrative matters and issues
• Coordinating departmental policy updates, ensuring such items are communicated, as appropriate, to management, staff and other Regional departments
• Coordinating, editing, and assisting management with the preparation of Council reports in support of Regional Clerk functions by ensuring deadlines are met
• Maintain confidential personnel files/records for the Commissioner\xe2\x80\x99s office and documents
• Processes all Performance Appraisals for the department and coordinates the preparation of Human Resources paperwork
• Communicates with Councillors and Senior Management on various issues including confidential client issues
• Maintains the administration of the attendance program for Human Resources, including updating vacation and sick leave into HRMS and within the Health and Safety Management system
• Completes financial reconciliation of expenses

What the role requires:

• Post-secondary education and/or courses relevant to administration, or a combination of education and experience may be considered
• A minimum of (5) five years of experience in an expeditious and multi-tasking support or administrative role
• Advanced administrative skills
• Familiarity with finance at the Region or a similar organization

Skills/Abilities:

• Proven high level of initiative and positive proactive manner
• Advanced communication skills, verbal and written incorporating current office technology
• Effective time management, organizational and multi-tasking skills
• Strong customer service orientation
• Tested, effective computer skills essential, particularly using MS Word, Excel and PowerPoint
• Advanced level user of MS Outlook and intermediate proficiency with MS Access and Adobe
• Analytical information gathering, problem-solving and teamwork skills
• Excellent interpersonal skills and committed customer service focus
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias

Nice to have:

• SharePoint, E-Scribe, Peoplesoft
• Pathways Publishing
• Political Acumen
• Flexibility and Adaptability
• Municipal experience would be an asset

Perks @ Peel and why you will love working for us:

• Comprehensive Health, Dental, Vision benefit plan including psychological health (effective start date)
• Automatic enrolment into OMERS pension plan
• Accrue Vacation on a monthly basis up to 3 weeks per annum
• 3 Paid personal days and floating holidays
• Flexible hours supporting your wellness and wellbeing
• Annual performance review and merit increases based on performance
• Supportive leadership and a culture of respect and inclusion
• Access to tuition reimbursement (where applicable) and learning and development resources

Work Mode & Job Location: In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at the 10 Peel Centre Drive, Brampton worksite. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved.

Interview: Our recruitment process will be completed with video conference technology.

At Peel Region, we value being open and transparent with our community. The Ontario government has passed legislation that will dissolve Peel Region on January 1, 2025. Peel remains committed to providing uninterrupted services to our residents and businesses through the transition. Skilled and qualified professionals are and will be needed to deliver services to the Peel community regardless of the governance model. For information about our transition and how we continue delivering services, visit peelregion.ca/transition.

If this opportunity matches your qualifications and experience, please apply on-line.

As part of the Region\xe2\x80\x99s ongoing commitment to health and safety, there are enhanced COVID-19 specific safety protocols and/or personal protective equipment requirements (e.g. masks, eye protection, etc.) in place to help protect health and safety. The additional requirements are determined based on the nature of the work being carried out.

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 175,000 businesses.

We\xe2\x80\x99re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,500 strong and since 1974, we\xe2\x80\x99ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada\'s Healthy Workplace Month\xc2\xae with the presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it\xe2\x80\x99s impactful. We encourage you to in delivering essential services and programs to our diverse community. You won\'t find a better opportunity than Peel Region.

Additional Information

The Region of Peel is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

The Region of Peel is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact .

Please be advised, the Region of Peel uses email to communicate with their applicants for open job competitions. It is the applicant\xe2\x80\x99s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.

Region of Peel