Administrative Secretary 3 - Environmental Protection

Summary

This position provides administrative support to Environmental Protection division.

Key Duties & Responsibilities

• Provides administrative support to division program staff, including composing routine correspondence, creating templates, performing document merges and mail outs.
• Proofreads and formats letters, memos and documents prepared by others for grammar, punctuation and adherence to the department formatting guidelines and style guide.
• Proofreads, edits and formats large, technical reports, managing schedules and submissions to ensure accuracy, compliance, and timeliness.
• Provides administrative support to various meetings and committees including arranging meetings, preparing agendas, recording and distributing minutes and action lists, maintaining files.
• Provides contract oversight and administration including overseeing, directing and liaising with contractors.
• Prepares and processes short-term permit applications and annual renewals, maintains permits database and records.
• Coordinates Freedom of Information (FOI) requests received from the FOI office by distributing requests to staff, tracking response times, compiling submissions, and preparing consolidated responses for review.
• Provides document control support by managing incoming and outgoing correspondence through Prolog project management software for the Residuals Treatment Facility.
• Processes and tracks Training and Development requests and maintains the division’s records, including preparing cost estimates, making travel and accommodation.arrangements, registering staff and making payment for conferences and training.
• Maintains the division's SharePoint site and program subsites while working with the admin team and staff to develop and update pages and manages electronic records.
• Provides general clerical support, including reception duties, arranging courier pickups and providing information and reports to the public, as required.
• Prepares and processes purchase orders and invoices in SAP, supports contract/project procurement, and coordinates year-end financial reconciliation.
• Provides backup for division administrative staff during absences and peak workload periods, as needed.
• Follows all CRD policies, procedures and standards.
• Performs other related duties, as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills are required.
• Ability to take notes at meetings Proficiency and experience with MS Office Suite, SharePoint, and Adobe Acrobat.
• Superior knowledge of business English, spelling, punctuation and the ability to proofread scientific and technical reports.
• Knowledge of environmental issues and scientific terms would be an asset.
• Ability to deal with constantly fluctuating levels of work.
• Demonstrated ability to work effectively with deadline pressures, take initiative, work independently and perform all duties with minimal direction.
• Ability to use tact, diplomacy and maintain confidentiality when dealing with sensitive issues/clients.
• Ability to operate various types of office equipment.

Qualifications

Certifications