Administrative Clerk - Secretary

York Region (The Regional Municipality of York); Sharon; Hybrid; CAD 47,000 - 52,000; Full time

Benefits offered by this job

Hybrid work opportunities

Defined Benefit Pension (OMERS)

Employee health program

Job summary

York Region is seeking an Administrative Clerk - Secretary to provide administrative and clerical support for the Roads, Traffic & Fleet division. The role involves scheduling, filing, preparing correspondence and coordinating day-to-day work for management staff.

The incumbent will maintain records, prepare minutes, manage inquiries, and assist with project monitoring while contributing to a collaborative, service-oriented environment in a hybrid work setting.

Qualifications

• Post-Secondary certificate/diploma in Business/Secretarial Science (one year or more) or related program or approved equivalent combination of education and experience.
• Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
• Experience providing administrative support in a diverse program/manager environment with responsibilities for priorities, organizing activities and customer service.
• Thorough knowledge of general office procedures including taking minutes, editing reports, and records management with security measures.
• Knowledge of corporate core competencies including customer service, communication, teamwork, initiative, accountability, flexibility and adaptability.

Responsibilities

• Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
• Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
• Organizes meetings, prepares agendas, takes minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; distributes minutes.
• Completes purchase/cheque/payment requisitions, including obtaining signatures and coding.
• Distributes documents, maintains lists and issues receipts for monies received, as applicable to the program/service.
• Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
• Logs daily statistics and prepares reports on service delivery.
• Responds to inquiries or requests for information from other employees, Departments and the public.
• Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; logs information/work orders.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

Skills

Admin support

Customer service

Records management

Meeting coordination

Time management

Prior experience

Education

Business/Secretarial diploma

Tools

MS Office

Job description

Administrative Clerk - Secretary - (9759)

$34.61 - $37.61

Department

York Region -> Public Works -> Roads, Traffic & Fleet

Location

90 Bales Dr. East, 1st Floor, - Sharon, ON L0G1V0 CA (Primary) Hybrid work opportunities may apply - CA

Job Description (E)

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2051. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Contracts and Services Superintendent is responsible for providing administrative and clerical support to the assigned Branch program, including scheduling, prioritizing and coordinating day to day work performed by the management staff; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.

WHAT YOU'LL BE DOING

• Provides support to management staff by preparing charts, forms and spreadsheets; compiles and collates materials.
• Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
• Organizes meetings, prepare agendas, take minutes for Branch/Business Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
• Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
• Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
• Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
• Logs daily statistics and prepares reports on service delivery.
• Compiles statistical and other data to prepare reports and documents related to services provided.
• Responds to inquiries or requests for information from other employees, Departments and the public.
• Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
• Performs other duties as assigned, in accordance with Branch and Department objectives.

WHAT WE'RE LOOKING FOR

• Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
• Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
• Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.
• Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self management, accountability, flexibility and adaptability.

Scheduled Weekly Hours

3.5 - Varied/ As Required

Scheduled Shifts

8:30 - 16:30

Close Date

September 23, 2026

# of Hires Needed

1

Union

CUPE Local 4900

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email [e-mail] or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.