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Administrative Assistant, Director of Legal Services

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. 

 

Posting ID: 3484
Department: Corporate Services
Division: Legal Services
Pay Range: $55,206- $73,615
Job Type: Permanent
Hours of Work: 35 hours per week
Work Location: Halton Regional Centre, 1151 Bronte Road, Oakville 
Employee Group: OCT
Posting Date: December 16, 2024
Application Deadline: January 10, 2025 

 

Job Summary

This position provides administrative support to the Director and other areas of the Legal Services division.

Duties & Responsibilities

  • Provides overall administrative support to the Director and Legal Services division as a whole.
  • Manages the Director’s calendar, including the scheduling and coordinating of meetings.
  • Drafts, composes and prepares correspondence, memoranda, minutes, letters and other documents/materials that may be sensitive or confidential in nature.
  • Manages files for the Director including confidential departmental personnel and administration files.
  • Circulates reports to Council originating in the Legal Services Division as well as coordinates Council report circulations, corrections and submissions from other departments/divisions for Legal Services staff review.
  • Prepares and submits HR Action Forms and assists with on-boarding and off-boarding of divisional staff and maintains various logs and position numbers.

Additional Duties and Responsibilities

  • Coordinates and works with various staff including from the offices of the Regional Chair, CAO, Commissioner of Corporate Services, Communications, and Human Resources on a wide variety of matters.
  • Monitors and administers the annual operating budget for the division under the supervision of the Director, pays all accounts, tracks revenues and expenditures, tracks variances, performs reconciliation/journal entries and reports on same to the Director.
  • Responds to telephone enquiries making appropriate referrals to other legal staff where necessary.
  • Provides clerical and administrative support to Legal Services staff by processing membership renewals, course registrations and distributing mail.
  • Performs other duties, as assigned.

Skills & Qualifications

  • Post-secondary education in business/office administration program. 
  • Five (5) years of administrative experience.
  • Experience with document management, managing budgets and expenses and calendar management. 
  • Advanced skills in applications of Microsoft Office tools, including Word, Excel and PowerPoint. 
  • Knowledge of SAP. 
  • Ability to handle confidential and politically sensitive information and possess strong organizational, customer service and time management skills.

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 delivering 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.

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