Administrative Assistant, Community Services
Job Opening
Non Union
Job Title
:Administrative Assistant, Community Services
Job Opening Id
:45683
# Required
:
1
Business Unit
:Community Services
Division
:SAEO
Worksite
:Regional Headquarters
Standard Hours
:35.00 / week
Full/Part Time
:Full-Time
Regular/Temporary
:Regular
Salary Grade
:2
Salary Range
:$ 62,490.00 - $ 69,430.00
Post Date
:2026-07-08
Close Date
:2026-07-14
Location
Location: Thorold, ONDivision
SAEOJob Description
Job Summary
Reporting to the Director, the Administrative Assistant – Community Services is responsible for providing confidential and administrative support and services to the Directors and Management Teams within Community Services in the operations of the division. This position works under the general guidance of the Executive Assistant Community Services and provides backup to other Administrative Assistants, as well as the Executive Assistant when required.Education
- Post-secondary diploma in Office/Public Administration or equivalent.
Knowledge
- Minimum of 3 years experience in an administrative position
- 5 years administrative experience in a computerized office environment, preferably in a Human Services/Public Administration environment is preferred.
- Advanced knowledge/training in MS Office including MSWord, Excel, PowerPoint and Access
- Bilingualism in French and English is considered an asset
- Experience working with a Board of Directors, public agencies, non-profits (or similar) is an asset
Responsibilities
Provides day-to-day administrative assistance to the Directors and Management Team, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.
- Schedules appointments and/or meetings, ensuring relevant documentation and background information for meetings are brought forward.
- Prepares travel arrangements.
- Prepares PowerPoint presentations, print materials, letters, reports, speeches, agendas and minutes as assigned.
- Receives visitors, screens telephone calls, takes messages, handles replies or directs callers to appropriate areas or departments.
- Receives, opens, sorts, date stamps and logs incoming mail, interoffice and courier deliveries.
- Perform financial administrative support for the Directors including preparation of expense reports, purchasing card processing, initiating purchase requisitions
- Ensures reports and correspondence are in compliance with AODA requirements
- Coordinates activities between internal offices and external agencies/boards.
- Maintains necessary inventory of office supplies and ensures ordering and receipt of shipments.
Coordinates meetings, preparing agenda packages, recording proceedings, performing follow-up tasks for Committee and any sub-committees.
- Completes and distributes minutes for follow-up as required.
- Highlights items of importance/sensitivity, ensuring they are brought to Director’s attention.
Prepares, maintains and tracks general office and confidential files and correspondence (e.g. WHMIS updates, staff licensure/registration, performance appraisals, employee notices, requests for staff training, personnel requisitions, posting files, vacation and attendance record management, job descriptions, Workers compensation reports, etc.)
Undertakes background research (key web-sites, surveys) for information special projects or other duties related to mandate of division/department and to support policy/report preparation, identifying areas of interest and potential concern for Director/Manager review.
- Researches and assembles background information and undertakes/participates in special projects as required
- Prepares standard statistical reports (including graphs on key indicators of performance) and communication materials for the division/department (newsletters, bulletins, Divisional website/Link).
- Provides suggestions to improve administrative and office procedures/ processes.
Acts as a department resource on programs and services, advising other staff within and outside the division on procedural matters.
- Responds to individual customer needs as they arise, monitoring complaints and ensuring contentious/sensitive issues are brought to the Director/Manager’s attention as appropriate.
- The duties outlined above
- Acting as the Recording Secretary for regular Board and Executive Committee meetings as well as ad hoc meetings
- Updating ministry on current/change in board of directors, completing the necessary documents/forms, and responsible for recording the reasons for corporate seal use
- Ensuring information on governance policy changes as a governance expert (SME), are provided to the accountable manager
- Preparing information packages for meetings aligned with the Terms of Reference
Special Requirements
- Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.
About Us
Niagara Region serves a diverse urban and rural population of more than 475,000 and is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and community partners, the Region delivers high-quality programs and services that support the well-being of individuals, families and communities. Nestled between Lakes Erie and Ontario, the Niagara peninsula is home to fertile agricultural land, the majesty of Niagara Falls, vibrant modern cities, Canada’s most developed wine industry, and communities rich in history, recreation and culture. With a temperate climate, breathtaking countryside and easy access to neighbouring New York State, Niagara attracts more than 14 million visitors each year, along with new residents and businesses. Niagara Region values diversity in background and experience and is committed to building an inclusive workforce that reflects the community it serves, strengthening programs and services across Niagara. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds to apply. Our recruiters will evaluate your suitability for the role.Closing Statement
Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY! Let us know why you would be an excellent team member by submitting your online application.We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.
We confirm that we do not use AI in screening of applicants, and this position is an existing vacancy.
If you require an accommodation for the application process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, the alternate formats for contacting us are as follows:
- Email: myhr@niagararegion.ca
- Phone: 905-980-6000 or 1-800-263-7215
- Bell Relay: 1-800-855-0511
- In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department
