Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private client, commercial banking, treasury, and retail banking.
The Enterprise Technology Delivery division (ETD) in GovTechON has the mandate to operate and manage enterprise-wide technology solutions, deliver standardized enterprise data and analytic capabilities and to experiment with new technologies.
ETD formally became a new division in MGCS on April 1, 2021. ETD is not yet equipped with dedicated financial and administrative staff to support the operations of the division. ETD is planning recruitments for a full time Administrative Assistant and in the interim requires the support of Temporary Help Resources to assist with administrative support to assist with daily operational activities. Full deliverables for the AA are listed below.
What you will achieve in this role:
1. Provides a variety of administrative services and activities to support the Branch by:
a. organize and maintain Head's appointment calendar; coordinates meetings and rearranges schedules; makes travel and accommodation arrangements; organizes meetings and teleconferences, including physical and logistical requirements, researching and compiling information, contacting participants, preparing and distributing agendas and taking and finalizing minutes.
b . Monitors Head's e-mails on a daily basis, responding to general inquiries on behalf of the Head (eg Calendar availability); Re-directs emails to appropriate Branch staff using knowledge of Branch activities/staff responsibilities; notifies Head of routine/non-routine/urgent email and follows up with appropriate staff as required.
c . Uses a bring forward system to brief the Head on changes, issues and events.
d. provides a full range of word processing services by producing correspondences, reports, spreadsheets, graphics, and presentations, using relevant computer software (eg. Word, PowerPoint, Excel, Project etc) ensure accuracy of grammar, spelling, syntax and formats;
e . updates Branch information and mailing lists such as new staff changes in location or phone numbers /e-mail addresses on corporate database. Manages P-Cards, Travel cards, shared drive access, etc for staff.
2 . Facilitates Head's Office Communications:
a. provides excellent customer service assistance between the Branch Head`s office and the CIO`s Office and our Cluster primary contacts including ministries, stakeholder and customers. Provides responses to inquiries related to division, programs and services of the Branch.
b . Receives and processes information requests from the CIO, DM, and ministries;
c . Follows up to ensure responses/information is received within established deadlines and informs Head of problems/delays
d. Provides administrative support in the area of records management by managing manual filing systems for Branch activities/services; files and retains information and confidential documents in accordance with categories and security requirements; maintains a bring-forward system for Head as reminders of commitments to program activities and deadlines;
e. manages branch supplies within Branch budget and Ministry guidelines; manages office equipment such as photocopiers, fax machines, printers, laptops, and projectors for branch;
f . Provides back-up support to the receptionist in the Cluster and ADM (client office) during absences and/or peak workload period.
3. Provides purchasing support by:
a. Overseeing the P-Card usage in the branch; gathering documents related to Purchase Orders and Requisitions; ensure expenditures are made in accordance with Ministry guidelines; ensures proper level of approvals are obtained and according to Delegation of Authority (DOA).
b. Manages, reviewing and reconciles information and receipts in Purchasing-Card statements submitted by
Branch Head's approval; corrects errors or discrepancies after discussion with originators; ensures back up docs/receipts are attached and approved and signed copies of the p-card statements are sent from the Head; to the Manager of Procurement and Business Operations; ensures all receipts and proper supporting documents are attached to justify expenditures;
c . Acquires various supplies and other equipment required by staff; prepares required documentation, obtaining quotes and ensures necessary documentation supports procurement standards and agreements, and obtaining proper approvals before submission;
d. manages and processes TTC tokens for staff requiring to travel for any business related purposes and ensures appropriate procedures and controls are in place and followed.
4. Provides human resources administrative support for Branch by:
a. manages submission of HR forms (e.g. OSS staffing request forms, WIN WEAR forms, etc) for any human resources related activities such as hiring, extension of amendment agreements, departure, maternity leave, absences etc.
b. Provides advice to Managers and Head to make necessary changes in WIN; advises Managers and Head on any changes/status related to HR
c. prepares monthly/annual vacation and training schedules for the Branch staff for Managers and Heads review and approval;
d. coordinates staff annual performance contracts and learning plans for Managers and Heads review and approval; processes and provides all signed copies to HR Branch
We thank you for your interest in the position, however, only those who are qualified will be contacted
Inclusion and Equal Opportunity Employment
Our client is an equal opportunity employer committed to diversity and inclusion; creating an inclusive environment where all team members and clients feel like they belong. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, Aboriginal/Native American status or any other legally-protected factors. We seek applicants with a wide range of abilities, and we provide an accessible candidate experience; accommodations during the application process are available upon request.