Administrator – Parks Lands and Community Engagement

Who are we?

Credit Valley Conservation is one of Ontario's 36 conservation authorities dedicated to protecting, restoring and enhancing our local natural environment. We care for the Credit River, its streams and tributaries from the headwaters in Orangeville to the shores of Lake Ontario in Mississauga. We are scientists, engineers, researchers, educators, environmentalists, stewards, planners, foresters, recreation experts and much more. We create connections between people and nature, knowledge and action. We inspire appreciation for the role of nature in keeping people connected, healthy and happy. We're leaders and explorers. We are professional and we're inspired. We know our stuff, and we work every day to make a difference.

Who are you?

You want to be part of an organization with an environmental goal. You get up every day and go to work with purpose. You accept that you may not change the world, but you'll try to make an impact in your corner. You like to partner with skilled people across many professions. It's as natural for you think about the outdoors as it is to think out of the box. You're passionate, responsible and approachable. You do what's right, not just what's easy. You care, and it shows.

Why work for us?

We offer competitive public sector pay. We have a good employee benefits program. We're members of the Ontario Municipal Employees Retirement System (OMERS) pension fund. We have flexible work hours for many positions. We find time to have fun and celebrate successes. You'll have free access to our parks and discounts on recreational equipment rentals. You'll know your co-workers by name and will make fast friends. You'll like being at work.

Summary of Functions

The Administrator position provides administrative support to the Parks, Lands and Community Engagement department while providing excellent customer service to CVC staff members and external clients. This role reports to the Director and will undertake administrative tasks, ensuring that staff within the department have adequate support to work efficiently.

Eligibility RequirementsEducation

• Post-secondary education in Business Administration or equivalent experience
• Driver's License

Experience

• Minimum 3 years Administrative Experience
• Records management experience
• Payment processing experience
• Customer service experience

Knowledge, Skills, and Ability

• Strong working knowledge of Microsoft Office Suite (Excel, Word, Publisher, and PowerPoint), and database management.
• Strong organization, written and verbal communication skills.
• Excellent teamwork and client centric customer service skills, including the ability to work respectfully and inclusively with a diverse workforce.
• Able to work in a collaborative work environment with a passion for sharing knowledge and ideas with others.
• Independent, self-motivated, able to work with minimal supervision.
• Adapts to shift priorities to meet deadlines.
• Applies attention to detail to achieve thoroughness and accuracy when completing repetitive tasks.
• Understanding of workflow processes and systems
• Familiarity with Conservation Authority programs and services

Summary of Major Tasks

General Administration

• Provide administrative assistance to the Parks, Lands and Community Engagement department and its staff in an efficient and timely manner, including but not limited to record management, document formatting and editing, payment processing, electronic filing and tracking, organizing vacation schedules, performance appraisals and various other departmental files, managing staff office seating, supporting workshops/events/meetings, and Director administrative support.
• Prepare department correspondence following corporate standards and provide document formatting and editing services on reports, internal and external correspondence, including printing and binding of reports.
• Assist with calendar organization/booking/planning, schedule appointments, including social events within the departments, vacation schedules and maintain Outlook calendars.
• Coordinate and arrange meetings, prepare comprehensive meeting minutes, send out agendas, and ensure appropriate setup before and after meetings.
• Prepare expense and credit card claims.
• Take incoming phone calls and redirect as required.
• Ensure documents requiring the Director's approval are circulated in a timely manner and advanced to the appropriate party.
• Collect and report on information/data requested by the Director.
• Source and maintain supplies.
• Coordinate administration and maintenance for the department vehicle(s).
• Assist with booking conferences for staff and tracking mandatory staff training.
• Order and arrange the delivery of life events (birth, illness, passing of family member) acknowledgements (flowers, gift baskets) for staff in accordance with the corporate policy.
• Liaise with managers and staff as directed.
• Respect sensitive information and maintain confidentiality.

PLACE Divisional and Manager Support

• Provide general administrative support to the PLACE managers and staff as required.
• Coordinate divisional meetings, prepare comprehensive meeting minutes, distribute agendas, and organize refreshments.
• Assist with document/records management (paper and electronic files).
• Support public engagement activities, such as open houses, by sending invitations, tracking registration, preparing name badges, ordering food, distributing marketing materials, logistics planning, administration, and event support.
• Assist with the development of materials for public viewing and the design of factsheets and graphics for the team to use for various communication purposes.
• Monitor education requests and process bookings with teachers and schools for the
• Environmental Education Program.
• Assist with updating web content and social media posts.
• Coordinate financial records and administration (grant claims, credit card expenditures, invoices, etc.)
• Coordinate the field staff safety check-in protocol.
• Register for booths at conferences and events, provide payment, ensure proper materials are in place, rent equipment and resources as needed.
• Support the Foundation's grants program and fundraising initiatives.
• Format, proof-read and send letters to clients and stakeholders.
• Support employee time tracking/reporting.
• Other duties and projects as appropriate to the position.

Corporate Support and Reception Relief

• Provide back-up support to other Administrators and departments as required.
• Provide main reception coverage as required, including but not limited to fielding calls and ensuring they are directed to appropriate staff, giving directions to the office, greeting and directing visitors, processing payments, receiving deliveries, calling ap.