Contract Duration: 3 Month Contract Position (ending December 21, 2018)
Under the direction of the Associate Director, Environmental Assessment Planning, the Administrative Coordinator position is responsible for providing administrative and operational support to the Environmental Assessment Planning department. Overall, this position plays an integral role in ensuring quality control for the department in a fast paced and dynamic office environment.
The Administrative Coordinator provides front desk customer services; prepares for workshops, meetings and presentations; manages file and database records; supports departmental on-and off-boarding needs; administers file and service agreement invoices and payments; coordinates departmental statistics; and liaises with internal staff and external partners to coordinate project and service delivery partner meetings, agreements and reports. The Administrative Coordinator also provides quality control oversight to the team and general supervision of the division's administrative clerks.
Knowledge and Experience:
- Two (2) or more years of post-secondary education in office administration, business, finance, or equivalent experience. Undergraduate degree or college diploma preferred.
- Three (3) years minimum experience related to major responsibilities; five (5) or more years experience, including working within an urban planning office or agency, preferred.
- Demonstrated ability to perform administrative file management duties, database management and quality control; proficiency in accounting and finance methods preferred.
- Demonstrated ability to work within a team that has multiple objectives, provide quality control, and to supervise staff.
- Demonstrated ability to interact effectively and courteously with all levels of staff, external clients and the general public.
- Ability to work independently and prioritize tasks in a fast paced, demanding environment and to work non-scheduled hours as required.
- Strong organizational skills; able to work effectively with multiple objectives and tight deadlines.
- Demonstrated ability to exercise discretion and judgment when handling confidential, sensitive and/or controversial information.
- Excellent written and verbal communication skills; graphic design skills preferred.
- Computer literacy utilizing Microsoft Office 365 (Excel, Power Point, Word), Adobe Acrobat Lotus Notes, and the Internet is required. Laserfiche, PAYMO and financial reporting software preferred.
- Valid class G Ontario driver’s licence.
- Coordinate office operations for staff and management within the Environmental Assessment Planning Department.
- Work closely within the Planning and Development Administrative team. Provide general supervision and training to administrative clerks.
- Provide executive assistant services to Associate Director. Organize and schedule internal and external meetings, including digital conference calls; ensure meeting preparation, including agendas, minutes and presentations, filing and follow-up, is completed in a timely manner.
- Work closely within the Environmental Assessment Planning department leads to manage meetings, invoicing and annual reporting related to municipal and service level agreement requirements. Assist with the preparation of reports, briefs, and funding requests.
- Liaise with Environmental Assessment Planning department leads and TRCA’s Human Resources department staff to ensure staff information is up-to-date; assist with on- and off-boarding, including assisting staff with administering the Environmental Assessment Planning Volunteer Program; manage work plan review scheduling and reporting requirements for all Environmental Assessment Planning staff in accordance with corporate standards.
- Support the Environmental Assessment Planning department by ensuring up-to-date management of paper and digital records in accordance with departmental and service delivery standards. Open files in a timely manner in accordance with service delivery requirements.
- Ensure the timely preparation, review, export and distribution of permits, violation notices and reports. Interact with other support staff to ensure deadlines are met and reports are finalized for monthly board meetings.
- Administer timesheets, clothing orders, invoices, payments and credit card billings, and process legal bills. Assist with daily reconciliation as needed.
- Complete quarterly departmental statistical reports related to budgeting, staffing and projects in accordance with departmental standards. Coordinate departmental input into corporate annual reports, the Conservation Ontario Survey, and the Living City Report Card.
- Maintain confidentiality and exercise discretion and initiative in all aspects of business operations.
- Lead administration support for internal and external training workshops and conferences, including assisting with materials and presentation preparation, as well as bookings, scheduling and filing. Manage departmental staff training databases.
- Prepare and format correspondence, templates, guidelines, memos, reports and presentations of a general and technical nature. Update departmental and divisional databases, manuals and records as needed. Update and maintain the Environmental Assessment Planning web page on the TRCA website as required.
- Provide excellent customer service, including telephone and in-person inquiries and convey to the relevant staff; provide service at walk-in counter and reception relief as required.
- Other duties as assigned.
TRCA is committed to providing accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require accessibility related accommodations, please notify us and we will work with you to meet your needs. We encourage applications from all qualified individuals; however, only those under consideration will be contacted.