Job Description

Status
Temporary Full-Time
Temporary - Approximate length of assignment, in months
19
Type of Position
a Replacement
Start Date
December 29th, 2025
Salary
Annually
Salary Grade
$66,833.00 - $75,892.00
Department
York Region -> Public Works -> Finance & Performance
Location
17250 Yonge Street, - Newmarket, ON L3Y 6Z1 CA (Primary)

Hybrid work opportunities may apply - CA

(E)

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada - and the fastest growing with a population that's expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada's Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace - aligned with our vision to create strong, caring and safe communities both within and outside our walls.

Defined Benefit Pension Program

- With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.

Employer of Choice

- Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.

Benefits and Wellness

- Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.

Inclusive and Diverse Workforce

- We're committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to Director, Finance and Performance in Public Works, is responsible for providing senior management administrative and clerical support including handling sensitive political and human resource issues and ensuring the smooth operation of the Director's office. Research and compiles background information, including employee engagement activities. Arranges meetings and appointments. Takes minutes at meetings. Maintains office administration and records management processes and procedures. Responds to and/or redirects inquiries/communications. Completes special projects, as assigned.

WHAT YOU'LL BE DOING

Provides senior management administrative and clerical support for branch leader and staff. Researches, writes, prepares, and coordinates background material, presentations and/or briefing notes, for responses to inquiries, meetings, and reports. Maintains schedules and calendars, and manages conflicts as needed. Coordinates and is responsible for facilitating Committee and Council reports and other documents within the branch to adhere to Corporate and Department deadlines. Takes minutes at meetings and ensures background material is provided in advance of meetings. Follows up on outstanding matters. Responsible for the security and release of confidential/sensitive documents and reports. Performs general office duties and identifies best practices and procedures in office administration and programs. Responsible for leading coordination and alignment of work of other Branch administrative resources with Departmental or corporate practices and procedures, as applicable. Arranges meetings, training sessions, etc. which includes contacting participants, booking rooms, and ensuring appropriate equipment is available. Assists arranging Branch all-staff meetings and helping to coordinate agenda items, speakers, etc. Arranges travel and accommodation as directed and arranges registrations at conventions/conferences. Orders office supplies, ensures effective functioning of office equipment and arranges for maintenance or repair. Assists and facilitates communication between management and staff, elected officials, outside agencies, and the public as needed; administers case files in the Department's customer relationship management system Receives, redirects and responds to communications and takes appropriate action to ensure matters are dealt with quickly. Assists with projects, and inter-office committees, such as preparing rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents. Transcribes, formats, proofreads, edits or revises correspondence, reports, spreadsheets and presentations. Maintains office records management system; creates and maintains databases and prepares documentation for storage and/or retrieval of off-site documents. Assists in reviewing procurement packages including but not limited to briefing notes, purchase orders and contract changes and circulating packages in accordance with purchasing authority Performs financial tracking functions such as processing payables/receivables, invoices, expense claims. Verifies office expenditures and inputting of invoice and expense claims. Oversees administration of human resource processes such as recruitment and selection. Maintains attendance and vacation records for the Branch or Division. Responds to inquiries and resolves concerns, as appropriate. Ensures that services provided meet Regional customer service standards. Participates on committees, work groups, task forces and special projects, as assigned. Performs other duties as assigned, in accordance with Branch and Department objectives.

The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities, required of employees assigned to this job.

WHAT WE'RE LOOKING FOR

Successful completion of a Community College Diploma Community in Business Studies or related field or approved equivalent combination of education and experience. Minimum three (3) years demonstrated administrative experience with an emphasis on determining priorities and organizing activities of a diverse work assignment. Experience with elected officials, boards or committees. Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation, and circulation of minutes with attention to detail and accuracy. Knowledge of general office procedures, preparing documents and records management practices. Advanced skills in MS Office Suite and use of virtual platforms. Knowledge of digital collaborative tools. Ability to manage daily workload, set priorities and meet required deadlines with conflicting demands and changing priorities. Demonstrated writing skills to prepare draft correspondence, reports and presentations related to programs and services delivered using templates and from rough copy. Excellent interpersonal skills and ability to connect with a range of internal and external stakeholders while focusing on fostering collaborative work relationships. Strong ability to develop relationships and work in welcoming an inclusive environment, where diversity is celebrated and where everyone can develop to their full potential. Ability to travel to off-site locations in a timely and efficient manner, as required. Ability to work outside regular business hours, as required. Council Approval Date
Scheduled Weekly Hours
35
Scheduled Shifts
Operational Hours
Close Date
November 6, 2025
# of Hires Needed
1
Union
Non Union Staff
.
Please apply online by 5:00PM EST of the closing date indicated above.



All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.



York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.