Administrative Assistant

Job Opportunity at Toronto and Region Conservation Authority (TRCA): Administrative Assistant

Position Details

• Current Rate of Pay: $58,039.80–$67,267.20 per year
• Employment Type: Permanent, Full-Time
• Duration of Employment: Permanent
• Hours of Work: 35 hours/week
• Work Location: Head Office
• Division: Development & Engineering Services
• Business Unit: Infrastructure Planning & Permits
• Travel: 5%
• Remote Work: Hybrid

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About TRCA

With more than 60 years of experience, Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario, created to safeguard and enhance the health and well-being of watershed communities through the protection and restoration of the natural environment and the ecological services the environment provides. TRCA is considered the provincial leader in conserving, restoring, and managing natural resources to advance safe and sustainable development.

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How You Will Contribute as Part of the TRCA Team

The Administrative Assistant is responsible for providing a broad range of administrative, customer service, and general office support to their designated team(s)/division.

Major Responsibilities

• Administrative Support: Provide a range of administrative support to the designated team.
• Senior Management Assistance: Offer administrative support to Senior Managers/Associate Directors, including photocopying, minute-taking, document creation, committee support, presentation and report development, and maintaining an effective filing system.
• Financial Processing: Ensure timely processing of accounts payable invoices, purchase orders, cheque requisitions, distribution of payments, and maintaining program budgets and financial records.
• Reporting: Prepare daily sales reports, participant reports, budget status reports, and provide support with financial audits.
• Procurement Support: Provide procurement support to teams.
• Document Management: Keep team materials and documentation, including TRCA’s intranet and internet site, up to date and reflective of current staffing, programming, and operations.
• Standard Operating Procedures: Ensure teams' Standard Operating Procedures are up to date and reflective of current operations.
• Confidentiality: Exercise discretion in handling correspondence, information, and all matters of confidentiality; raise issues where appropriate.
• Communication: Keep team members informed and up-to-date about the status/progress of projects and relevant day-to-day activities.
• Meeting Organization: Schedule and organize meetings.
• Supply Management: Order and maintain supplies, office equipment, publications, safety materials, etc., for the designated team/division.
• Reception Relief: Provide reception relief and support as needed.

What Will You Need to Succeed

Education

• Completion of a college diploma in Business Administration or a related field.

Experience

• 2+ years of experience providing administrative, clerical, records, and project support.

Knowledge, Skills, and Abilities

• Organization Skills: Excellent organizational skills for both in-office and virtual files/share office spaces.
• Teamwork: Strong teamwork and relationship-building skills to work effectively within a group dynamic.
• Customer Service: Ability to prioritize and address the needs of both internal and external customers.
• Documentation: Able to comprehend written documentation and procedural guidelines; skilled in writing clear, concise, logical, and grammatically correct correspondence.
• Communication: Ability to communicate effectively with tact and courtesy.
• Self-Management: Able to self-manage workload and prioritize tasks in a frequently fluctuating workload with multiple deadlines.
• Technical Proficiency: Proficiency in MS Office suite, including online software such as MS Teams, WebEx, and SharePoint.

Application Process

To apply for this position, click on the “Apply” icon. Please submit your resume and cover letter in one PDF or Word file prior to midnight on May 30, 2024.

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Join TRCA and contribute to the conservation and sustainable development of our natural resources. Apply now to become part of a leading organization dedicated to environmental protection and community well-being.

Apply easily through our application portal.