EXECUTIVE ASSISTANT/HEALTH & SAFETY ADMINISTRATOR

 

The Corporate Services department of the Central Lake Ontario Conservation Authority (CLOCA) is seeking an Executive Assistant/Health & Safety Administrator.

 

CLOCA is a community-based agency that works in partnership with watershed municipalities to protect the natural environment.  CLOCA provides environmental services within the Region of Durham, from the Oak Ridges Moraine to Lake Ontario - from Ajax/Pickering in the west to Clarington in the east.  CLOCA encompasses a 627 sq. km mix of rural and urban landscapes; owns and manages over 2,250 hectares of conservation lands

 

Reporting to the Director of Corporate Services, the Executive Assistant/Health & Safety Administrator is responsible for:

 

RESPONSIBILITIES

Coordination of Board of Directors’ Meetings

  1. Prepares for monthly Board of Director (BOD) meetings, including coordinating agenda items with staff, gathering and proofreading reports, and compiling, distributing and posting agendas.

  2. Attends monthly BOD meetings and record minutes.

  3. Prepares minutes for signature, distribution and filing.

  4. Coordinates any additional meetings or activities involving Board members.

 

Administration

  1. Composes routine and/or general correspondence designing, formatting and preparing a variety of documents such as letters, memos, staff reports, agreements, and emails.

  2. Creates presentation and special events materials such as desktop publishing documents, PowerPoint presentations, event invitations, guest books, name tags, forms, charts, certificates, tables, etc.

  3. Edits, proofreads, photocopies, distributes, creates folders, enters into Conservation Authority Document and Information Management System (CADIMS) and files both electronic and paper documents and/or correspondence.

  4. Handles confidential and sensitive information.

  5. Accesses various sources including the Internet for information, ensuring legislative requirements are met and adhered to (Municipal Conflict of Interest Act, Municipal Freedom of Information and Protection of Privacy Act, Tenant/Landlord Act, Occupational Health & Safety Act, Accessibility for Ontarians with Disabilities Act, Conservation Authorities Act, etc.)

  6. Receives and responds to general inquiries, records messages and forwards caller to appropriate staff.

  7. Liaises with all staff, including Directors and Board Members obtaining and distributing information.

  8. Sorts and ensures the distribution of all mail by post, courier, email and/or direct delivery.  Monitors CLOCA’s General, Online Payments and Employment email accounts, when required.

  9. Maintains a variety of files, both paper and electronic.

  10. Maintains and updates CADIMS an information system database for incoming and outgoing items.

  11. Reviews, coordinates and maintains Leases and Agreements for all CLOCA land, house rentals, agricultural rentals, trail usage and Access to Sensitive Areas Permits.

  12. Reviews office equipment leases and purchase proposals; negotiates terms and recommends course of action.

  13. Co-ordinates meetings on various projects and special events, scheduling and organizing activities.

  14. Co-ordinates bookings and/or permits for area reservations, facilities and vehicles, including completing rental contracts and collection of rental fees, deposits, etc.

  15. Liaises with reservation systems software support identifying changes to software.

  16. Acts as system administrator/service co-ordinator for telephones, voicemail, conference calling, office equipment, office furniture/carpet, information management systems as well as troubleshoots system problems, where possible.

  17. Coordinates, distributes and posts job ads for new hires, including summer students, contract staff, etc.

  18. Provides training to co-op, contract and new staff on the operation of office equipment, voicemail, computers, information management system.

 

Health & Safety

  1. Schedules and coordinates Joint Health & Safety Committee (JHSC) meetings, including preparation and distribution of reports, agendas, minutes and health and safety policies and all related forms, inspections, reporting requirements, etc.

  2. As a Certified Member of CLOCA’s JHSC, conducts workplace inspections, schedules and conducts fire drills and makes recommendations for the improvement of the health and safety of workers.

  3. Inspects contents, places supply orders and maintains office first aid kit.  Maintains first aid station as per the standards required by Regulation. R.R.O. 1990, Reg. 1101, s. 1 (2).

  4. Reviews and coordinates all Health & Safety and AODA Training for staff, including summer students, co-ops, contract staff and volunteers, etc.

 

Other

  1. Assists with planning special events, as required.

  2. Complies with CLOCA policies, procedures, vision and fundamentals.

  3. Performs other tasks as assigned by management.

  4. Operates a variety of office equipment such as computer, printer, scanner, fax, photocopier, calculator, laminator, binding machine, telephone, voicemail, etc.

  5. Adapts to a variety of changing events within the job.

  6. Uses creativity and concentration to create reports/documents, attend meetings, prepare correspondence, review, edit, proofread etc. policies/procedures, and operates a computer in order to perform the duties of the job.

  7. Uses sight to read correspondence, touch to operate a computer and hearing to answer inquiries and attend meetings.

  8. Works in an office environment (90% of the time) and outdoors performing site visits (10% of the time) with exposure to deadlines, multiple demands, distractions, interruptions, inclement weather and, on occasion, irate individuals.  Sits at a desk, or in meetings, daily for long periods of time, with flexibility to move around, in order to perform the duties of the job.  Frequently carries files.

  9. Travel required to work-sites and conservation areas for workplace inspections.

  10. Some exposure to hazards such as slipping and falling when visiting sites

 

Salary: $49,945 - $60,765

 

The Central Lake Ontario Conservation Authority offers a competitive benefit package including the Ontario Municipal Employees Retirement System Pension Plan. 

 

SKILLS

  1. College Diploma, Administrative Assistant plus five years related experience or equivalent combination of education and experience.

  2. Joint Health & Safety Committee Certification Training (Parts 1 & 2) an asset.

  3. A Canadian Registered Safety Professional (CRSP) designation an asset.

  4. Knowledge of Conservation Authorities Act legislation and other pertinent legislation (Municipal Conflict of Interest Act, Municipal Freedom of Information and Protection of Privacy Act, Tenant/Landlord Act, Occupational Health & Safety Act, Accessibility for Ontarians with Disabilities Act, etc.)

  5. Knowledge of rules and procedures for meetings, resolutions, by-laws, etc.

  6. Strong organizational, multitasking and decision-making skills combined with ability to manage time and prioritize effectively.

  7. Ability to work independently as well as part of a team.

  8. Proficient in the use of Microsoft Office applications (Word, PowerPoint, Excel, Outlook), SharePoint and Adobe Acrobat.

  9. Professional oral and written communication skills.

  10. Strong customer service focus and ability to maintain confidentiality.

 

Closing date for resumes:  September 30, 2019

 

Please submit cover letter and resume to: rcatulli@cloca.com.  If you do not have access to email, please submit cover letter and resume to:

 

Rose Catulli, Director of Corporate Services

Central Lake Ontario Conservation Authority

100 Whiting Avenue, Oshawa, ON   L1H 3T3

 

 

We thank all applicants for their interest; however, only candidates under consideration will be contacted.  Central Lake Ontario Conservation is an equal opportunity employer in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code.  CLOCA will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.  Personal information provided is collected under the authority of The Municipal Freedom of Information and Protection of Privacy Act.

Conservation Areas

Healthy watersheds for today and tomorrow.
Canada Helps Logo

Working in Partnership with

© 2019 by Central Lake Ontario Conservation

Administrative Office - 100 Whiting Avenue, Oshawa, ON L1H 3T3

Email: mail@cloca.com, Phone: 905-579-0411