Administrative Clerk - Secretary

Location: Ontario Centre (Queensville)

Administrative Clerk - Secretary - (9551)
Hybrid work opportunities may apply - CA
IBSB Admin, Fin & ISDPP Newmrk - 17150 Yonge Street - Newmarket, ON L3Y 8V3 CA (Primary)

WHAT WE OFFER

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 Supervisor, Administrative Services 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, prepares agendas, takes 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

Operational Hours

Close Date

July 27, 2026

# of Hires Needed

1

Union

CUPE Local 4900

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