Administrative Coordinator- Legal Services, Litigation & Research (PG B)
Municipal Property Assessment Corporation (MPAC)
The Municipal Property Assessment Corporation, Legal, Policy & Compliance Department, has an excellent opportunity for one (1) Administrative Coordinator- Legal Services, Litigation & Research. The successful candidate will provide administrative and financial services support to the Director, Legal Services of the Legal Services, Litigation & Research Branch.
1. Administrative Support Services:
- Receive, review and distribute all correspondence directed to the Director, attaching related files and other pertinent documents as required, and follow up on all outstanding issues;
- Respond to routine verbal enquiries, using discretion in the release of information;
- Prepare and format documents in a professional manner and according to specifications (e.g., proper lay-out, no typos, visually appealing);
- Access and organize or draft content for presentations, reports, bulletins, memos and correspondence;
- Proofread and edit material from the Branch for accuracy and adherence to MPAC standards;
- Track deadlines and bring forward dates to ensure outstanding matters have been resolved within the appropriate time standards;
- Schedule meetings, maintain Director’s appointment calendar and arrange rooms, equipment, and other meeting logistics as required;
- Compile and distribute documents for meeting participants;
- Make travel and accommodation arrangements for the Director/Branch or as required; and
- Set up and maintain electronic and paper filing systems (e.g. repository of expense claims, equipment inventories, presentations, correspondence) to achieve optimal organization and retrieval, ensure document security and confidentiality, with adherence to MPAC’s corporate records retention schedule.
2. Financial Support Services:
- Provide input into annual budgeting process by recommending increase (or decrease) in current allocations based on comparison of expenditures within account codes;
- Input draft budget information into financial system (SAP), and run monthly status reports that summarize year-to-date spend against budget allocation;
- Monitor expenditures, and identify accounts that exceed budgeted amounts/forecasted totals for the Director to take action;
- Enter requisitions pertaining to approved business cases and/or tendering for approval into SAP;
- Conduct month-end reconciliation including verification of payments and Department IDs, comparison to forecasts, and verification of purchasing card and cell phone statements;
- Prepare local purchase orders for requisition of office supplies, maintenance, etc., ensuring compliance with Procurement Policy and procedures; and
- Reconcile suppliers' invoices/accounts, ensuring that tax charges are appropriate, discount allowances have been recognized, etc., and resolving discrepancies (e.g., overbilling) directly with suppliers.
3. Undertakes other duties as assigned
- Coordinate, gather and assimilate data from the Branch for reporting on Balanced Scorecard objectives and other department metrics;
- Maintain expense claim receipts and related documentation for the Branch; and
- Other duties as assigned.
LOCATION: MPAC Head Office, Pickering, Ontario
- Minimum four years legal administrative and/or clerical support experience in a law firm;
- Completion of college/university program in administrative or related studies;
- Excellent knowledge of administrative and expense related policies and procedures;
- General knowledge of budgeting and purchasing processes;
- Advanced proficiency in all MS Office suite of applications;
- Good organization skills to work on concurrent priorities with tight time lines and ability to meet deadlines without compromising accuracy;
- Good oral and written communication skills;
- Ability to maintain a high level of confidentiality;
- High level of attention to detail and excellent follow-up skills;
- Demonstrated business professionalism, strong teamwork, team and customer service orientation and ability to work under pressure;
- General knowledge of litigation procedures an asset; and
- Experience using an Enterprise Resource Planning / Information Resource Information System (SAP preferred) is an asset.
AREA OF SEARCH: Open
To apply, click on the link to the (Job Posting) followed by the “Apply Online” icon once within the posting. Please use the Applicant Tracking System to create your Candidate Profile, upload your Resume and Cover Letter and apply to the posting by December 12, 2017. Please note, only applications submitted through the Applicant Tracking System will be accepted.
While MPAC thanks all applicants for their interest, only those under consideration will be contacted for interviews. Please be advised successful incumbent(s) who are not presently permanent MPAC employees may be required to undergo a criminal and drivers abstract check.
The Municipal Property Assessment Corporation (MPAC) is an independent, not-for-profit corporation funded by all Ontario municipalities. Our role is to accurately assess and classify all properties in Ontario, and with more than 1,700 employees in offices across the province, our assessors are trained experts in the field of property valuation. At MPAC, we know that maintaining work life balance is the key to fostering employee health, happiness and productivity. We offer generous vacation allowances, a self-funded leave program and flexible work arrangements to help ensure employees’ unique needs are met both at work and at home. For more information visit www.mpac.ca or www.aboutmyproperty.ca.
Job advertisements for positions that have been designated bilingual will be posted in both English and French on our website. Positions that are not designated bilingual are not translated and are only posted in English on the English version of our website.