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Reference #: | COL00604-2006 |
Position Type: | Full-time |
Location: | London, Ontario |
Date Posted: | Nov 18, 2021 |
Job Description
Summary of Duties
Reporting to the Executive Assistant to the Deputy City Manager, Planning and Economic Development, the Administrative Assistant II performs a wide variety of administrative and confidential secretarial duties for Directors and Managers within the Service Area.
Work Performed
- Handle and prepare all manner of correspondence, reports, and requests including those of a confidential nature. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the designated Director/Managers.
- Take dictation, transcribe and type correspondence, reports, minutes and statements.
- Arrange appointments, maintain Service Area calendar and advise the Directors/Managers of scheduling matters.
- Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
- Monitor budgets and prepare various budgetary forms and financial documents.
- Assist in arranging payment of all invoices and generating invoices (receivables) as required.
- Publish and maintain Planning and Economic Development pages on the City of London website.
- Perform a variety of confidential administrative functions including: process personnel and staff requisition forms for the Service Area; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.
- Process all mail and provide draft responses to routine inquiries.
- Coordinate, collect and compile data for presentations.
- Receive, direct and assist visitors; receive and screen incoming calls, and update the internal phone directory.
- Book conferences, seminars, workshops and staff training and make necessary travel arrangements.
- Maintain and archive Division records, files, and office supplies.
- Undertake various special projects related to the area.
- Provide assistance throughout the Service Area. Provide coverage to other Administrative Assistants in the Service Area as required.
- Perform related duties as assigned.
Qualifications/Experience
- Two-year Community College Diploma in Office Administration – Executive.
- Four to five years of experience in a senior administrative position.
Skills and abilities in the following areas are necessary:
- Excellent oral and written communication skills, organizational skills and interpersonal skills required.
- Requirement of 70 wpm typing.
- Excellent ability to use relevant software applications such as Microsoft Office; JD Edwards, KRONOS, and Excel.
- Proven ability and initiative to work with minimal supervision and with the utmost discretion.
- Experience in a municipal government environment an asset.
Compensation and Other Information
$54,591 to $73,606
Our hiring process is in accordance with the City of London’s Mandatory Proof of COVID-19 Vaccination Administrative Policy.
As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.
Application Contact Information
Company Name: | City of London |
Application URL: | Click here to apply online |