Administrative Assistant

Thunder Bay Police Service Board
THUNDER BAY POLICE SERVICE BOARD ADMINISTRATIVE ASSISTANT
Job Summary
The Administrative Assistant to the Thunder Bay Police Service Board (Board) is responsible for
providing essential administrative clerical support to ensure the efficient operation of the Board
and office. The role includes administrative tasks such as managing correspondence, handling
records, and performing general office duties. The individual will liaise with Board members,
Police Service, Board Administrator and other contract holders, Government officials and
members of the public. This position plays a key role in supporting the day-to-day activities of
the Board through document management and communication with internal and external
stakeholders. This position requires excellent organizational, communication and multitasking
skills.
This role requires a high degree of confidentiality, organization, and attention to detail.
Key Responsibilities
1. General Office Support
o Perform clerical duties, including typing, photocopying, scanning, filing, and
mailing.
o Answer incoming phone calls, emails, and directing inquiries to the appropriate
personnel.
o Sort and distribute incoming and outgoing mail, including confidential materials.
o Maintain office supplies inventory, ordering new supplies when necessary.
o Maintain and manage the calendar of the Board ensuring all appointments, events
are scheduled appropriately.
o Assist with the production of budget materials as required.
o Process and track invoices for the Board.
2. Document Preparation
o Preparation, formatting, and proofreading of Board documents, including
agendas, minutes, and reports in a timely manner.
o Compile and organize information for Board members and staff as required.
o Ensure proper document formatting and compliance with established templates.
3. Record Keeping and Filing
o Organize and maintain physical and electronic filing systems for Board
documents, correspondence, and other materials.
o Ensure that all records are accurate, up-to-date, and compliant with applicable
legislation and policies.
o Responsible for archiving records in accordance with retention schedules.
o Ensure board website materials are posted as applicable.
4. Board Meeting Support
o Responsible for the preparation and distribution of meeting materials, including
printing and collating documents within demanding timeframes.
o Set up rooms for meetings, ensuring all necessary equipment and refreshments
(e.g., audio/visual, microphones) are in place and working.
o Minute-taking, focusing on the accuracy of recorded details and distribution in a
timely manner.
o Follow up and act on meeting items as appropriate.
o Support committee meetings as required
5. Data Entry
o Input and update information into databases and spreadsheets as required
including posting on board website.
o Perform data verification to ensure the accuracy of records and files.
o Maintain and update contact lists for Board members, stakeholders, and the
public.
6. Public Interaction
o Provide general information to the public regarding Board services, processes,
and meeting schedules.
o Handle routine requests from the public in a professional and courteous manner,
escalating issues when necessary.
o Assist in the distribution of public notices or reports.
Qualifications
• Education:
o A post-secondary diploma in Office Administration or a related field is an asset.
• Experience:
o 2-3 years of experience in an administrative assistant position, preferably in a
municipal or government setting.
• Skills:
o Proficiency in basic computer programs, including Microsoft Word, Excel, and
Outlook, Adobe Acrobat, Zoom/Teams and webpage software.
o Strong organizational and time management skills.
o Utilize critical thinking to extract information to create board minutes.
o Attention to detail, particularly with data entry and document management.
o Clear and professional communication, both verbal and written.
o Experience with confidential or sensitive issues.
o Ability to work independently and as part of a team.
Working Conditions
• Office access, with varying hours as necessary to complete tasks, which may include
weekends.
• Occasional requirement to attend evening meetings or assist with Board-related events.
• Ability to lift light office supplies and equipment, as well as full bankers boxes for
archiving