Administrative assistant

Provide timely and accurate administrative support. Using advanced computer skills and strong organization abilities to aid in the day-to-day operations of the team and division. Carry out duties under the general direction of the Manager, Court Administration and functional guidance of the Supervisors.

Onsite - 5 days a week.

The successful candidate will:
• Manage day-to-day administration for Manager of Court Administration including scheduling, resolving calendar conflicts, and providing immediate meeting/event support, room bookings, drafting and editing materials, filing and storage of documents and assisting with court documents for files regarding informations and certificates of offence;
• Provides support to Supervisors of Court Administration and Court Support;
• Preparation and organization of correspondence, reports, mail, spreadsheets, files etc.;
• Perform basic budget tracking, data entry tasks;
• Assume primary responsibility for composing spreadsheets and reports for statistical purposes
• Assist and support special administrative projects and corporate policies and procedures, researching and providing data and analysis of various subjects to identify and support improvement opportunities. Perform information gathering where a response is required from various staff. Identify continuous improvement opportunities in the department and promotes corporate values;
• Participates in assisting with variance reports throughout the year. Processing of invoices, reports and reporting on SAP, Infor/ Sharepoint/Webex/ICON/City Admin etc. for the Division. Prepare and maintain Change of Status forms and I.T. Access forms for Department.
• Assume primary responsibility for ordering and managing office supplies, office equipment and restocking supplies which will require lifting between 15lbs - 25lbs along with the possible use of a ladder or step stool;
• Assume primary responsibility for Time/Labour enteries, Payroll track staff time, input time and attendance in SAP biweekly, and prepare time-management reports using SAP;
• Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person;
• Provide support/backup to the intake desk and records and customer service clerks;
• Perform other duties as assigned.

• Graduate from a post-secondary program specializing in Office/Business Administration;
• 2 to 4 years of progressively responsible positions that have resulted in outstanding administrative office skills
• Understanding of municipal government and service delivery is an asset;
• Prolonged exposure to computer, keyboards, screens, standing, sitting and walking;
• Effective interpersonal skills to enable you to represent the division in a professional, credible and courteous manner in dealing with a wide variety of stakeholders;
• Understanding of Acts, regulations and directives as they apply to the Provincial Offences Court Office;
• Advanced knowledge of Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (SAP) Infor/Sharepoint/Webex/ICON/City Admin;
• Working collaboratively and relating effectively with staff and all stakeholders in the Provincial Offences Court Office;
• Embracing change: open to different or new solutions or approaching, and maintaining a positive and constructive attitude in the face of change;
• Planning and adjusting work based on a thorough understanding of requirements and prioritizing and seeking clarification and direction, as appropriate;
• Proofreading, editing and writing skills to support management in correspondence, report writing and preparing presentation materials;
• Demonstrated ability to work effectively both independently and in a team environment;
• Solid understanding of City policies, procedures and administrative practices is preferred;