Administrative Assistant CSU

Job #:

10656

Division

Community Safety Unit

Affiliation

Union: CUPE 79

Vacancy Type

Full-time Permanent

Grade

TCHC 3

Contract Length

$31.20 - $34.04/hour

Work Details (Days/hours)

35 hours per week, Monday to Friday

Hiring Range/wage

$31.20/hour

Existing/New Job

Existing

Vacancy Status

Existing Vacancy

# of Vacancies:

Posted Date

6/15/26

Deadline To Apply

6/29/26

Hybrid Eligible

Yes

What We Offer

In addition to competitive wages and a rewarding career where you can truly make a difference, we offer a comprehensive compensation package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Three Weeks paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

Reporting to the Senior Director, the incumbent provides a wide range of administrative services and support functions to the Senior Director including scheduling, word processing, preparing reports, taking minutes, maintaining files, booking travel arrangements, ordering supplies, reconciling expenditures, responding to inquiries, handling sensitive information and maintaining confidentiality, as required.

What You’ll Do

Administrative Services

• Receives and maintains daily reports from field offices
• Processes payments and invoices; reconciles expenditures
• Compiles information for expense account reconciliation
• Prepares petty cash reports
• Orders supplies
• Enters payroll data in WTES system
• Receives and tracks freedom of information requests
• CSU lead for document retention schedule management
• Maintains electronic and paper filing systems
• Prepares a variety of documents and correspondence including memos, letters, reports, statistical summaries, minutes, etc., utilizing word processing, spreadsheet applications, organization chart applications, graphics applications (e.g., Word, Excel, Visio, Powerpoint)
• Coordinates the delivery of deliverables and work products within deadlines and escalate issues to the Director, as required
• Maintains and effectively manages a follow-up system for the Senior Director
• Undertakes special assignments, as assigned

Communication

• Provides excellent customer service by responding to internal and external inquiries in a timely manner portraying a professional image
• Receives and assigns correspondence to appropriate staff for follow-up
• Refers urgent matters to appropriate staff and ensures timely communication to the Senior Director upon his return
• Maintains confidentiality of personnel-related and other sensitive information
• Effectively responds to difficult callers, de-escalating situations as required

Scheduling

• Maintains the Senior Director’s calendar
• Coordinates meetings, conferences, seminars and training sessions, including booking facilities and services
• Arranges conference registrations, travel and accommodation needs using on-line services

Meeting Management

• Prepares and distributes agendas and minutes, confirms attendance, attends and takes minutes at meetings, and ensures follow-up, as required

What You’ll Need

• College certificate in Administrative Assistant or equivalent work experience
• 3 years of progressive administrative experience
• Computer proficiency to utilize numerous software package: MS Word, Excel, Power-Point, Adobe

What’s Next

Once you apply, we’ll review your resume and contact you if your skills and experience match the qualifications for the role. If you are selected to move forward, the process will include one or more interviews and/or assessments and reference checks.

Candidates for unionized positions must score a minimum of 70% to pass any interview or assessment and be considered for the next stage of the recruitment process. Successful candidates will be determined based on score and where applicable, union seniority. Not all candidates who score 70% or higher will automatically proceed to the next stage of the recruitment process as this will be dependent on the number of candidates and number of available roles.

INDS