Director’s Administrative Assistant

Responsibilities:

• Provide administrative assistance to the Director, schedule and prepare meeting materials and logistics, track action items, research and coordinate information for reports and presentations
• Prepare department Executive Team and Council reports and issue briefs
• Utilize eScribe to enter Council, Executive Team and Senior Leadership Team reports as required
• Review Council and Priorities Committee meeting agendas, minutes, action sheets, and ensure items related to Assessment and Tax (ATX) are handled promptly
• Liaise with County departments, senior administrative staff and administrative staff
• Coordinate onboarding, transfer and offboarding ATX employees including, access fobs and tags, as well as the purchase of new cell phones, tablets, computers and related items, to arrange security access for ATX staff, and to coordinate changes to office configurations as required
• Administer department budget (procurement and contracts, payables, receivables, corporate credit card, etc.), set up department purchase orders, and receive all department invoices
• Maintain and update department webpages on internal and external websites
• Act as department forms representative and SharePoint administrator, providing subject matter expertise in determining appropriate site setup, meta data tagging, permissions, and ensuring appropriate retention and disposition is applied
• Lead administrative projects for the department, develop action plans and coordinate actions across the department, including the Clean Energy Improvement Program
• Ensure department OH&S requirements are met
• Support annual property assessment cycle – Assessment Notices, Tax Notices, advertising requirements, etc.
• Provide assistance to both Assessment Technicians and Taxation Assistants, as required