Administrative Assistant Job Oshawa area,Ontario Canada,Administrative/Clerical

Job Overview

Produce or process correspondence covering a broad array of routine and confidential subject matter including reports, statistical data, submissions for approval of budgets, human resource material such as disciplinary action, staff salary and performance assessments/appraisals as well as items for negotiations, bargaining strategies, management positions on joint union/society items etc., response to criticisms and complaints, general administration ensuring confidentiality of same.

Clients would include external organizations (Government, Corporate Management as well as internal recipients including the Companies Executive, Board of Directors and various line managers).

Requires composing correspondence (of a routine and non-routine nature) to cover a given subject and to support given key points or requirements as provided by Supervisor or others. Sign correspondence involving routine administrative matters such as instructions to Supervisor’s staff, notice of meetings and agendas, covering memos for distribution etc. Search files or records to locate information pertinent to subject of correspondence, selecting appropriate material and including same with the correspondence.

Prepare correspondence and all manner of material to be reproduced in typed form. Typing may be passed to others for processing, in which case the secretary retains responsibility for the acceptability of the completed product. Requires operating and having proficient operating knowledge of personal computers(PC) and various PC applications, photocopying machines, fax machines, printers and various keyboard equipment including word processing or telecommunications equipment.

May perform minor routine maintenance on such equipment. May require training others in the operation of such equipment.

MEETINGS: as requested by Supervisor, or other departmental staff, make all necessary arrangements for meetings including the preparation of agenda, acquiring of meeting room, arranging for audio-visual or other equipment, preparing and issuing meeting notices etc. May be required to attend meetings with Supervisor to either provide administrative support or to act as a recording secretary. Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist Supervisor or others in developing the agenda.

Attempt to ensure that persons having specific input to planned meetings will be present and make alternative arrangements when problems develop. Where required, ensure that a quorum of committee members will be in attendance ure that Supervisor is adequately briefed for the meeting and has all required materials and reference materials relating to items on the agenda and that Supervisor’s staff have made any obligatory input.

Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads etc., as requested by the Supervisor, or other participants. Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.

MAIL PROCESSING:
Receive, open, sort and register correspondence (including confidential correspondence such as human resource material, negotiations, bargaining strategies etc.,) addressed to Supervisor. Monitor electronic mail on behalf of Supervisor. Determine from content whether to retain for Supervisor or to redirect to other staff who could appropriately respond. Review, highlight and make pertinent notations in margins to draw Supervisor’s attention to important or related issues requiring attention and assist Supervisor in handling of correspondence by arranging same into groups in order of priority requirements.

Determine from correspondence whether Supervisor may require information from files or records, agreements, contracts etc., to facilitate response. Search source records etc., to locate required data. Assemble data into appropriate format for Supervisor’s effective use. Process outgoing mail for Supervisor and/or other staff, logging as necessary. Maintain up to…


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