Careers at Metrolinx – Committee Clerk

Job Description:

The Safety Division is seeking a Committee Clerk that will perform a wide range of planning, coordination, management and administrative duties for the effective and efficient delivery of meetings of the newly formed Metrolinx Safety Certification Committee and Safety Performance Review Committee, and the day-to-day operation, including providing administrative support to management, and coordinating various day-to-day functions, and related projects.

Job Responsibilities:

• Supports Committee Members on scheduling and managing meeting calendars, materials and technology, along with new Committee Member on-boarding and access to materials.
• Monitors and reconciles budgets for assigned offices, prepares and submits expenses. Conducts procurement activities for the office.
• Researches data sources (e.g. legislation, briefing/program materials, internet searches) and prepares summary documentation to support departmental projects and initiatives; accesses and reviews corporate systems information to analyze data and compile and produce a variety of statistical and / or qualitative reports.
• Assists the Director Safety & Systems Assurance, in the coordination, completion and compilation of packages for Committee meetings including but not limited to: tracking meeting and report timelines and materials, liaising with other staff as appropriate; monitoring content of materials for accuracy and consistency; finalizing, logging, and distributing meeting materials to all intended recipients
• Produces documents for various audiences, including bulletins, meeting minutes, letters, policy and technical reports, charts, and presentations using software applications.
• Manages suppliers for the team; responsible for monitoring and reconciling third party contracts and invoices, reconciles p-card purchases.
• Sets up and maintains office filing systems, including correspondence, papers, minutes, reports and related administrative records related to Committee meetings.
• Acts as the point person for questions raised by team members and solicits the required information.
• Scans or photocopies incoming correspondence; reviews and prioritizes correspondence based on content and urgency for redirection to appropriate staff.
• Provides dedicated support on Committee meeting preparation and facilitation.
• Arranges in-person meetings, conferences, and teleconferences involving multiple internal/external participants, and makes all logistical meeting arrangements. Prepares meeting agendas and distributes related materials.
• Provides administrative support services to a team, some of which may be specialized and unique.

Job Requirements:

• Completion of a post-secondary school diploma in a related discipline such as Business Administration or Office Administration – or a combination of education, training and experience deemed equivalent
• Experience operating and maintaining supplies for office machines. Experience with procurement processes to maintain office supplies inventories. Knowledge of budget processes to maintain and reconcile office budgets, track expenses, and create financial reports
• Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minute taking; developing presentations; organizing and coordinating meetings, conferences and videoconferences; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)
• Strong organization skills and the ability to assimilate and handle a large volume of information. Ability to organize/coordinate through a highly detailed and time consuming committee reporting process which requires numerous version controls amongst key internal and often external stakeholders for finalization of Committee reports
• Minimum two (2) years’ experience providing executive support and administrative services in a governance setting or to senior level executives. Legal experience in a law department or a law firm is an asset.
• Excellent computer skills, MS Office (e.g. Outlook, Word, Excel, PowerPoint) to prepare a broad range of documents for Committee meetings
• Independence to proactively ensure timely follow up and communicate resolutions. Ability to meet tight deadlines while paying attention to details, ensuring a high standard of quality work. Ability to handle highly confidential and sensitive information.
• Interpersonal, public relations, and communication skills to develop and distribute correspondence and other meeting materials, take minutes, develop presentations, and provide administrative support

Job Details:

Company: Metrolinx

Vacancy Type:  Full Time

Job Location: Toronto, ON, USA

Application Deadline: N/A

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