Research and Administrative Assistant

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:

Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Recognizing our shared humanity and land
• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

The Role

Provides support to the supervisor, Commissioner and Departmental Leadership Team on a range of administrative matters. Supports initiatives, research, and submission of Council and Committee reports (including for confidential in-camera sessions). Supports leaders across the department.

Duties/Responsibilities

• Assists the supervisor and Commissioner with initiatives and activities, including liaising with community partners and stakeholders and developing program materials.
• Provides administrative support to the supervisor, Commissioner and Departmental Leadership Team (e.g. agendas, minutes, research, follow up, correspondence, reports, and presentations). Maintains files for the supervisor and Commissioner.
• Coordinates the submission of council and committee reports including for confidential in-camera sessions.
• Works on administrative projects in support of the supervisor and Commissioner and participates on project teams.
• Assists the Commissioner’s Office with confidential HR information and processes related to hiring requisitions, FTE tracking, reorganizations, recruitment tools, and employee data.
• Administers systems to ensure the Commissioner’s Office has current information on key data, briefing notes, and events. Collects information to streamline and update processes.
• Attends senior management meetings on the supervisor’s behalf or to take minutes.
• Researches and exchanges information to support funding applications and seeks out funding opportunities. Assists to draft grant proposals and maintains records.
• Supports the Commissioner and Departmental Leadership Team with administrative tasks related to confidential land acquisitions.
• Maintains electronic calendars and coordinates scheduling, logistics, training, and conferences.
• Coordinates employee onboarding and offboarding processes for equipment, signing authority, p-cards, parking, access, moves. Updates email groups, memberships, subscriptions, equipment inventory. Provides guidance on office equipment, databases, and filing systems. Troubleshoots/ arranges servicing of equipment and furniture, and trains on administrative processes.
• Has a purchasing card and signing authority to support program needs. Gets price quotes and processes invoices, purchase requisitions, expense claims, and credit card statements. Monitors, reconciles, and forecasts operating expenses using the corporate financial system. Investigates discrepancies with Finance/suppliers and provides updates. Runs financial reports.
• Drafts letters for agency review and comment and sends to circulating agencies and area municipalities as needed.
• Backs up the supervisor.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a post-secondary education in a related field (e.g., business, public administration, communications) plus related experience.
• Skills and experience in office and administrative procedures, protocols, budgeting, and financial administration.
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., privacy).
• Organization, attention to detail, problem-solving, research, and time management skills with ability to respond to simultaneous demands, shift priorities, meet deadlines, and work independently.
• Communication and interpersonal skills to respond courteously and professionally to the public, clients, and community agencies; understand and meet the needs of clients in a professional, calm and supportive manner; and participate as an effective team member.
• Ability to handle information with confidentiality and discretion.
• Ability to demonstrate initiative and clarify, resolve, and follow up on problems.
• Ability to work in a department with broad scope and diverse perspectives.
• Computer skills with ability to use software such as Microsoft Office and Adobe Acrobat.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.

The Region of Waterloo is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. The Region of Waterloo invites applications from all qualified individuals. We are strongly committed to employment equity, diversity and inclusion in the workplace and encourage applications from Black, racialized/visible minorities, Indigenous/Aboriginal people, women, persons with disabilities, and 2SLGBTQIA+ persons.

The Region of Waterloo is committed to providing accommodations throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400, TTY number (519-575-4608) to request an alternate format.