Administrative Assistant 1 - Service Durham

Durham Region (The Regional Municipality of Durham); Whitby; Hybrid; CAD 68,000 - 85,000; Full time

Job summary

The Region of Durham is seeking an experienced administrative support professional to assist the Divisional management within Service Durham. This regular full-time, hybrid role based at the Durham Headquarters in Whitby supports confidential operations, meetings, reports, and day-to-day office functions, ensuring high levels of service and accessibility.

The successful candidate will have a post-secondary diploma in Business Administration, strong Microsoft Office and PeopleSoft skills, and a

Qualifications

• Post-secondary diploma in Business Administration or related discipline.
• Related administrative experience.
• Proven proficiency with Microsoft Office applications and PeopleSoft HCM.
• Knowledge of accessible document formats per AODA.
• Excellent organization and time management.
• Strong written, verbal, and interpersonal communication with a customer service focus.
• Ability to multitask and handle confidential information.
• Ability to work independently in a busy environment.

Responsibilities

• Provide confidential administrative support, including agendas, minutes, reports, and documentation.
• Monitor progress of action items and decisions from meetings.
• Maintain confidential files, including grievance and employee records.
• Handle scheduling, purchasing, interoffice communications, and presentation development.
• Coordinate and reconcile expense accounts, requisitions, and office supplies.
• Manage the 311Director mailbox and triage escalations for appropriate forwarding.
• Gather and validate data for reporting and divisional needs.
• Respond to inquiries from staff, customers, and vendors.
• Develop, maintain, and document service agreements, licensing, and contracts.
• Oversee software licensing and renewals for the division.

Skills

Organization

Time management

Communication

Customer service

Problem solving

Confidentiality

Education

Business Admin diploma

Tools

MS Word

MS Excel

MS PowerPoint

MS Teams

Outlook

PeopleSoft HCM

Job description

Diversity, Equity and Inclusion Statement

The Region of Durham is committed to advancing equity, diversity and inclusion within our organization and the communities we serve. We welcome and encourage applications from people who are Indigenous, racialized persons, women, persons with disabilities, members of LGBTQ2S+ communities, and others who may contribute to the further diversification of our workforce, including those who experience systemic barriers. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodation will be provided throughout the recruitment process upon request, based on any Code-protected ground.

Number of Available positions:

Vacancies: 01 - Regular full-time This 35 hour per week, hybrid position, is located at the Region of Durham Headquarters in Whitby, Ontario. Note: This role may be required to work additional days per week in the office as dictated by operational needs.

Service Durham is the customer experience management division of the Region of Durham's Corporate Services Department, dedicated to delivering exceptional, modernized service experiences through myDurham 311, the Region's centralized, non-emergency point of contact. Leveraging digital platforms and innovative service models, Service Durham focuses on providing inclusive, accessible, and integrated services that meet the evolving needs of our customers (residents, businesses, and visitors). By driving service excellence and enhancing public access through multiple channels including online, by phone, and in person, Service Durham ensures quick, convenient, and consistent customer experience. This customer centric and collaborative approach streamlines service requests, delivers timely information, and fosters personalized experiences that reinforce the Region's commitment to service innovation and accessibility. Customers connect with us by calling 311, emailing [e-mail], or using our self-service portal at myDurham311.ca. To learn more visit Durham.ca/311. This position will contribute to the smooth functioning of the division by providing confidential operational and communication support. The successful candidate will provide administrative support to the Divisional management team to assist them in discharging their responsibilities; to maintain confidentiality regarding matters that can be sensitive; and to provide additional support to the division as required.

The incumbent will:

• Provide confidential administrative support, including preparing agendas, minutes, reports, and other documentation.
• Monitor and manage the progress of action items and decisions derived from meetings, ensuring timely updates and follow-ups
• Maintain and organize confidential files, including grievance and employee records.
• Handle scheduling, purchasing, interoffice communications, and presentation development.
• Coordinate and reconcile expense accounts, purchase requisitions, payment requests, and office supplies using the Financial Information Management System.
• Oversee [e-mail] mailbox which is being deployed for customer escalations. This includes the triage of incoming escalations and determining their scope. The role will be responsible for forwarding in scope items to the Service Durham Director or relevant management team members and redirecting out of scope queries to appropriate departments within the organization as necessary
• Gather and validate data for reporting and divisional needs.
• Respond to inquiries from staff, customers, and vendors via phone, email, and in person.
• Develop, maintain, and document service agreements, licensing, and contracts.
• Manage software licensing and support renewals for the division.
• Coordinate special events and functions as required.
• Complete HR-related forms and manage staff cellular accounts.
• Prepare and coordinate outgoing courier shipments.
• Reviewing staff expense claims ensuring the numbers are accurate, account numbers are assigned, signatures are obtained, etc.
• Maintaining Attendance Support Program records, entering attendance data and running related reports utilizing PeopleSoft as required.
• Support for process management, change management and other systems reviews that improve Divisional responses to new, emerging business needs
• Perform other administrative duties as assigned.

The successful applicant will possess:

• Post-secondary diploma in Business Administration or a related discipline or an equivalent combination of education and experience
• Related administrative experience
• Proven proficiency using Microsoft Office applications (MS Word, Excel, PowerPoint, Teams, Outlook) and PeopleSoft HCM
• Knowledge and experience in the preparation of documents in accessible format in compliance with the Accessibility for Ontarians with Disabilities Act (AODA)
• Excellent organization and time management skills
• Excellent written, verbal, and interpersonal communication skills with a focus on customer service • Strong problem solving and conflict resolution skills
• Superior ability to multi-task, effectively prioritizing and addressing requests from multiple parties
• Ability to work by taking own initiative, exercising a high level of professionalism, confidentiality, discretions, and independent judgement in all duties in an environment with frequent interruptions
• Sound judgement, problem solving and analytical skills with the ability to make informed decisions
• Exemplary time management skills, and the ability to prioritize activities, respond to multiple issues simultaneously, set goals and identify future directions while considering issues and perspectives of different stakeholders
• A commitment to treating all clients and colleagues with dignity, respect, and cultural sensitivity.
• A demonstrated willingness to adapt services to meet diverse needs

Grade 1- Salary: $68,206 to $85,257 per annum

Conditions of Employment

All applicants are expected to comply with the Region of Durham's Code of Ethics and Code of Conduct Policies throughout the recruitment process. Proof of education, qualifications and any other job bona fide requirements will be required prior to start date. External Application Process Come find a home where exciting and rewarding careers are balanced with your lifestyle. We thank all applicants; however, only those being considered will be contacted.

The Region of Durham is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. If contacted for an employment opportunity and you require accommodation, or if this information is required in an accessible format, please contact us at: [e-mail] and a Recruiter will provide appropriate assistance pursuant to the Region's Accommodation and Accessibility policies. Please note that resumes should not be sent to [e-mail]. Follow us on social media @RegionofDurham The Region of Durham may utilize artificial intelligence to assist in the preliminary assessment of applicant qualifications and submitted materials. These tools are used for the purpose of supporting and enhancing an evaluation by a human decision-maker and any information provided by AI to a human decision-maker is not determinative. Final decisions are made solely by authorized human decision-makers.