Administrative Assistant, Director of Engineering & Construction

Location

Halton Regional District, ON | Canada

Job description

At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process.

If you are looking for a role where you can lead a team towards the delivery of municipal infrastructure projects for the residents of Halton, we want to hear from you. Over the next 10 years, the Region will be investing over $5 billion in transportation, water and wastewater infrastructure. We are committed to delivering high quality infrastructure for the residents, businesses and visitors to Halton Region, and are looking for dedicated, forward thinking and enthusiastic individuals to join our Public Works team!

Posting ID: 2947
Department: Public Works
Division: Engineering & Construction
Pay Range:$55,206-$73,615
Job Type: Permanent
Hours of Work: 35 hours per week
Work Location:Halton Regional Center, 1151 Bronte Road, Oakville 
Employee Group: OCT
Posting Date: March 4, 2024
Application Deadline:March 11, 2024

Job Summary

This position provides administrative support to the Director as well as the other areas within the Engineering & Construction division.  

Duties & Responsibilities

• Coordinate the activities for the Director and Divisional Management team including preparation of Committee and Council reports, memoranda, and special projects as required.
• Assist with the preparation and monitoring of the divisional budget including the processing of invoices and preparation and submitting expense claims as required.
• Prepares, reviews and executes all Legal Agreements such as MEA/CEO, Pipeline Crossing Agreements, Hydro One and various Indigenous Agreements via DocuSign.
• Respond to questions/concerns related to the division in a professional and timely manner to ensure each issue is dealt with or referred to the appropriate office/field personnel.
• Coordinate all Technical hardware and software requirements for staff and orders equipment when applicable.  Maintains the yearly asset count for all equipment for IT reporting.
• Prepares and submits all HR Action Forms for the division, as well as preparing all job postings in Success Factors for new hires.
• Onboarding and Offboarding of staff which includes: all technology requirements, initiating training program schedule, completing and submittal all pertinent forms and documents required for each specific positon. Maintains and updates Organizational charts and staff counts when applicable.
• Coordinate and attend divisional meetings, in order to ensure required attendees are present, agendas and minutes are taken and distributed in an accurate and timely manner.
• Prepare and review a broad range of correspondence materials for the Division including letters, memoranda and emails.
• Ensure the efficient operation of the Director’s calendar by organizing and scheduling appointments and ensuring all direct reports vacations are recorded within.
• Ensure the efficient operation of the division by maintaining conferences and convention requests and approvals. 
• Manage confidential and administrative digital files for the Director’s office.
• Track and monitor all email action items for the Director and broader team to ensure all deadlines are addressed and closed accordingly.
• Maintains the Professional Engineers Ontario (PEO) Certificate of Authorization annual submission and payment of fees on behalf of the Director and Public Works.
• Provide administrative support and back-up to the other divisions within Public Works including the office of the Commissioner when required.

Skills & Qualifications

Essential

• Must have post-secondary education in business/office administration program.
• Minimum of five (5) years of progressive administrative experience.
• Experience with document management, managing budgets and expenses and calendar management.
• Advanced skills in applications of Microsoft Office tools, including Word, Excel, PowerPoint, and DocuSign.
• Knowledge of SAP.
• Experience with multi-tasking and time management. 

Preferred

• Experience in a public works or public sector environment.

Important information about your application:

• In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process.  If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.  
• Please submit your application online. We will accommodate individual needs for applicants with disabilities and others who are not able to apply online. If you experience any issues with submitting your application, please contact HR Access at 905-825-6000 extension 7700.   
• Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

Halton Region serves more than 624,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to the delivery of high quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service focused and award winning employer with a diverse and inclusive work environment.

Job tags

Salary

$55.21k - $73.62k per year