Administrative Assistant to the Director of Legal Services

administration & support business & economic development
Posted On: Jan 10, 2018
Closing Date: Jan 17, 2018
 
Department:    Legislative and Planning Services
 
   
Division:    Legal Services
 
   
Position:   Administrative Assistant to the Director of Legal Services
    
Note:
 
At the Region of Halton, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. The Region of Halton is committed to providing accommodations throughout the recruitment process. If you require accommodation 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.
 
 
 
 
 
This is a permanent full-time position working 35 hours per week. 
 
Purpose:
This position provides administrative support to the Director and other areas of the Legal Division.
 
Preferred Background:
The successful candidate must have post-secondary education in business/office administration program with a minimum of five (5) years of progressive administrative experience. Experience with document management, managing budgets and expenses and calendar management are required. Advanced skills in applications of Microsoft Office tools, including Word, Excel, and PowerPoint as well as knowledge of SAP is required. To be successful in this role, the incumbent must have the ability to handle confidential and politically sensitive information and possess strong organizational, customer service and time management skills. Experience in law office administration or municipal government would be an asset.
 
Duties:
  • Manage and co-ordinate the Director’s calendar, including the scheduling and coordinating of meetings and appointments.
  • Draft, compose and prepare reports, memoranda, minutes, letters and other documents/materials.
  • Receive and process incoming mail to the Director's Office and the Legal Services Division.
  • Receive visitors and respond to telephone enquiries making appropriate referrals to other legal staff where necessary.
  • Manages all files for the Director and confidential departmental personnel and administration files.
  • Maintains the Legal Services library, including filing of materials and updating of various reporting series.
  • Processes, circulates and distributes reports to Council originating in the Legal Services Division and processes reports from other departments/divisions regarding comments by Legal Services staff.
  • Monitors and administers the annual operating budget for the division under the supervision of the Director, pays all accounts, tracks revenues and expenditures, tracks variances, performs reconciliation/journal entries and reports on same to the Director.
  • Provides clerical and administrative support to other Legal Services staff when necessary.
  • Performs other duties as assigned.
 
Please apply online: www.halton.ca/jobs
 
Posted:
January 10, 2018
Posting Expires:
January 17, 2018
Posting #:
LP-17-18
 
NOTE:  Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.