Job Description

Division

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Office of the Deputy CAO

Important Notices & Amendments

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This position

currently falls within our hybrid model

, allowing the employee to

typically

work

a minimum of

50% of

your

time

at your regular work location and the other 50% of time at home.

As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements to support better work-life balance for our employees. Hybrid work arrangements may vary from one employee to another and may also differ in the number of remote workdays. These opportunities remain subject to the alignment of operational needs, business requirements, and customer service expectations.

About Us

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Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada's most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada's most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario's most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.


At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.


We welcome all applicants! For more information about diversity, equity, and inclusion at Niagara Region, Diversity, Equity and Inclusion - Niagara Region, Ontarioor email related questions to diversity@niagararegion.ca. To send input on reducing barriers in the current hiring process, please email myhr@niagararegion.ca


For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

Don't have every qualification?

You may be hesitant to apply if you do not have every qualification listed in the posting. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds and varying levels of experience and education to apply. Our recruiters will evaluate your suitability for the role.


Please note that for unionized roles, we must follow collective agreement requirements. However, we encourage all interested candidates to submit their applications. We believe success in a role can extend beyond meeting every single requirement.

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Job Summary


Reporting to the Regional Clerk, the Administrative Assistant Deputy CAO is responsible for providing confidential secretarial and administrative support and services to the Director(s) and Associate Director(s) within the Office of the Deputy CAO, in addition to providing general administrative support assisting in the planning, coordination, communication and implementation of divisional and departmental operations.


Education

Post-secondary diploma in office administration or equivalent experience in related field. Post-secondary degree in office administration.

Knowledge

3-5 years' experience performing administrative support to a multi-functional team, at the senior level, in an office setting. Municipal experience is considered an asset Five years senior administrative experience in a computerized office/municipal environment is preferred. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) and various office equipment is required.

Responsibilities


Provides day-to-day administrative support to the teams within the Office of the Deputy Chief Administrative Officer including Office of the Regional Clerk, Partnerships and Communication, and Strategic Initiatives. (30% of time)

Responds to routine mail/phone inquiries by recording, screening and providing general information and assistance, while maintaining confidentiality. Provides administrative support on department projects and initiatives, coordinating project activities, managing timelines and ensuring outcomes are followed through. Prepares correspondence, purchase order requests legal documents, presentations, forms, summaries and information/statistical/financial reports that may be confidential in nature. Administer the reconciliation of all advertisement related expenses and changes Coordinate, review and finalize departmental reports and monitor approval process through e-Scribe for reports and agendas for Council and Standing Committees, and track and follow up on Councillor Information requests as required. Ensures reports and correspondence are in compliance with AODA standards.


Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, workers compensation reports, etc.) (25% of time)

Coordinates and encodes Time and Attendance for departmental staff, including proposed vacation schedules and reconciliation of staff attendance. Informs management and staff of protocol and process. Training Administrator for PeopleSoft including registering staff for training and tracking external Professional Development. Supports People Leaders with new-employee onboarding and off-boarding, assisting with completion of administrative documentation, coordinating required equipment, furniture, ID, name badges as required, and assist with scheduling initial onboarding meetings with key invested parties. Assists with the preparation of staffing requisitions.

Perform financial administrative support for the Directors, Associate Directors, and members of Council, including preparation of expense reports, purchasing card processing, initiating purchase requisition. (20% of time)


Undertakes special projects, research or other related duties, as requested, and assists with divisional, departmental and corporate events. (15% of time)

Researches and assembles background information/special projects as required. Identifies opportunities to modify/streamline administrative procedures, conducting supporting research and making recommendations. Maintains effective departmental communications, maintaining communication vehicle content and ensuring information is current and relevant. Provide support, coordination and facilitation for various events working with internal staff from various internal departments to coordinate information, plan and provide recommendations for action and implementation.

Acts as the divisional lead for Corporate Records Management. (10% of time)

Manages the department records and files management processes, ensuring corporate policies and protocols are followed. Sets up and maintains resource guides, procedures guides and protocols, media templates, media lists and forms, in various formats such as VINE based forms and tools or in print copy. Review files for destruction under the direction of the Director Manage records for file retrieval from storage and maintain inventory of records in storage


Performs other related duties and responsibilities as assigned or required.



Special Requirements

Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons. Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values.

Closing Statement

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Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow's challenges TODAY!



Let us know why you would be an excellent team member by submitting your online application.



We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.


We confirm that we do not use AI in screening of applicants, and this position is an existing vacancy.


If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:

Email: myhr@niagararegion.ca Phone: 905-980-6000 or 1-800-263-7215 Bell Relay: 1-800-855-0511 * In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 - Human Resources Department