Administrative Secretary, Licensing Law Services

Position: Administrative Secretary, Licensing & By-Law Services
Key responsibilities include the following:

Provides secretarial and administrative duties for the Managers and sectional staff.

Schedules meetings, prepares correspondence and minutes, maintains sectional files and tracking, and performs other related administrative duties.

Prepares, composes, and proofreads correspondence on a variety of routine matters.

Drafts communication for general staff notices or information to be shared for consideration by the Managers.

Acts as a contact for Managers and ensures information is disseminated to appropriate staff.

Schedules appointments, arranges meetings, prepares and distributes agendas and other materials, books meeting rooms, sets up audio‑visual equipment, coordinates food and beverage as required, and informs participants.

Takes dictation/minutes of meetings and performs transcription as required.

Records and reports approved staff absences, vacation, overtime, premiums, and other HR and financial related items.

Coordinates arrangements for staff training, attendance at courses, workshops, conferences, and memberships as required.

Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By‑law, including tracking and updating employee training, inventory and contact lists, and similar items.

Coordinates general office functioning tasks including requisitioning and maintaining an inventory of office supplies and equipment; assists with office equipment malfunctions or required maintenance/calibration, sorts and distributes incoming mail, processes outgoing mail, handles courier deliveries, files and photocopies.

Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.

Manages and maintains invoices, PCard, and coordinates Manager approvals; investigates discrepancies and reconciles outstanding balances.

Works with other divisional Administrative Secretaries to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.

Provides support and backup to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant.

Requirements

Previous business office/administrative experience related to the duties listed above.

Previous experience working in a by‑law enforcement environment considered an asset.

Demonstrated experience in a computerized environment.

Intermediate knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel).

Ability to input data at an intermediate level with a high degree of accuracy.

Experience with data management and invoicing software would be considered an asset.

Demonstrated ability to communicate effectively, both verbally and in writing.

Proficiency in Business English (excellent grammar and spelling skills).

Excellent interpersonal skills, initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.

Demonstrated strong customer service skills and the ability to interact professionally with elected officials, staff, customers, clients, and the general public with tact and professionalism.

Demonstrated excellent administrative and organizational skills.

Demonstrated self‑motivation and self‑directed worker requiring minimal supervision, ability to carry out instructions without detailed direction, multi‑task and work under pressure to meet tight deadlines.

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