Administrative Assistant

Northwest Employment Works; Northwestern Ontario; On-site; CAD 40,000 - 55,000; Full time

Job summary

Northwest Employment Works seeks an Administrative Assistant for the Thunder Bay Police Service Board to provide essential administrative support. This role involves managing correspondence, document preparation, and public interaction, requiring strong organizational and communication skills. Ideal candidates should have a background in office administration with proficiency in various computer programs.

Qualifications

• 2-3 years experience in administrative assistance, preferably in municipal/government.
• Strong organizational and time management skills essential.
• Ability to work independently and in a team setting.

Responsibilities

• Provide clerical support including typing, filing, and mail management.
• Assist with document preparation and management.
• Support Board meetings through preparation and minute taking.

Skills

Proficiency in Microsoft Word

Proficiency in Excel

Proficiency in Outlook

Proficiency in Adobe Acrobat

Proficiency in Zoom/Teams

Strong organizational skills

Attention to detail

Clear communication

Education

Post-secondary diploma in Office Administration

Job description

THUNDER BAY POLICE SERVICE BOARD ADMINISTRATIVE ASSISTANT

Job Summary

The Administrative Assistant to the Thunder Bay Police Service Board (Board) is responsible for providing essential administrative clerical support to ensure the efficient operation of the Board and office. The role includes administrative tasks such as managing correspondence, handling records, and performing general office duties. The individual will liaise with Board members, Police Service, Board Administrator and other contract holders, Government officials and members of the public. This position plays a key role in supporting the day-to-day activities of the Board through document management and communication with internal and external stakeholders. This position requires excellent organizational, communication and multitasking skills. This role requires a high degree of confidentiality, organization, and attention to detail.

Key Responsibilities

1. General Office Support
   1. Perform clerical duties, including typing, photocopying, scanning, filing, and mailing.
   2. Answer incoming phone calls, emails, and directing inquiries to the appropriate personnel.
   3. Sort and distribute incoming and outgoing mail, including confidential materials.
   4. Maintain office supplies inventory, ordering new supplies when necessary.
   5. Maintain and manage the calendar of the Board ensuring all appointments, events are scheduled appropriately.
   6. Assist with the production of budget materials as required.
   7. Process and track invoices for the Board.
2. Document Preparation
   1. Preparation, formatting, and proofreading of Board documents, including agendas, minutes, and reports in a timely manner.
   2. Compile and organize information for Board members and staff as required.
   3. Ensure proper document formatting and compliance with established templates.
3. Record Keeping and Filing
   1. Organize and maintain physical and electronic filing systems for Board documents, correspondence, and other materials.
   2. Ensure that all records are accurate, up-to-date, and compliant with applicable legislation and policies.
   3. Responsible for archiving records in accordance with retention schedules.
   4. Ensure board website materials are posted as applicable.
4. Board Meeting Support
   1. Responsible for the preparation and distribution of meeting materials, including printing and collating documents within demanding timeframes.
   2. Set up rooms for meetings, ensuring all necessary equipment and refreshments (e.g., audio/visual, microphones) are in place and working.
   3. Minute-taking, focusing on the accuracy of recorded details and distribution in a timely manner.
   4. Follow up and act on meeting items as appropriate.
   5. Support committee meetings as required
5. Data Entry
   1. Input and update information into databases and spreadsheets as required including posting on board website.
   2. Perform data verification to ensure the accuracy of records and files.
   3. Maintain and update contact lists for Board members, stakeholders, and the public.
6. Public Interaction
   1. Provide general information to the public regarding Board services, processes, and meeting schedules.
   2. Handle routine requests from the public in a professional and courteous manner, escalating issues when necessary.
   3. Assist in the distribution of public notices or reports.

Qualifications

Education:

• A post-secondary diploma in Office Administration or a related field is an asset.

Experience:

• 2-3 years of experience in an administrative assistant position, preferably in a municipal or government setting.

Skills:

• Proficiency in basic computer programs, including Microsoft Word, Excel, and Outlook, Adobe Acrobat, Zoom/Teams and webpage software.
• Strong organizational and time management skills.
• Utilize critical thinking to extract information to create board minutes.
• Attention to detail, particularly with data entry and document management.
• Clear and professional communication, both verbal and written.
• Experience with confidential or sensitive issues.
• Ability to work independently and as part of a team.

Working Conditions

• Office access, with varying hours as necessary to complete tasks, which may include weekends.
• Occasional requirement to attend evening meetings or assist with Board-related events.
• Ability to lift light office supplies and equipment, as well as full bankers boxes for archiving