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Administrative Assistant, Council Members

by City of London

Reference #: 665-en_US
Position Type: Any
Location: London, Ontario
Date Posted: Dec 01, 2023
City of London

Job Description

Summary of Duties:

Reporting to individual assigned Councillors, and to the Manager, Legislative Services for administrative purposes, the Administrative Assistant, Council Members provides general administrative support for the assigned Councillors, including those of a confidential and/or labour relations nature.

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 Councillor.
  • Take dictation, transcribe, type correspondence, reports, speeches, minutes, statements and other documents.  Draft routine correspondence, as required.
  • Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
  • Schedule appointments, arrange meetings and make necessary travel arrangements for the Councillors, as required.
  • Maintain a general working knowledge of Standing Committee and Council agendas, as well as minutes and processes.
  • Process accounts for all Councillors and issue monthly expense summaries.
  • 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. 
  • Maintain and archive records, files, and office supplies.
  • Provide assistance throughout the Clerk’s Office. Provide coverage to other Administrative Assistants as required.
  • Coordinate, collect and compile data for presentations and project materials.
  • Undertake various special projects related to the area.
  • Receive telephone calls and visitors for the Councillors, providing an initial response or, where applicable, referring the customer to the appropriate internal or external contact.
  • Provide quality customer service by telephone, electronic mail and in person.  Engage in effective problem solving to respond to inquiries and complaints.
  • Liaise, on behalf of the Councillors, with municipal staff, various community groups, external agencies and other government representatives.
  • Maintain and update the area’s internal phone directory.
  • Use all standard office equipment.
  • Attend ward meetings and functions on occasion as required.
  • Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and promote programs and initiatives that reflect this commitment.
  • Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
  • Perform related duties as assigned.

Qualifications:

  • Two-year Community College Diploma in Office Administration – Executive or equivalent.
  • Minimum three years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
  • Experience in a municipal government environment an asset. 

Skills and Abilities:

  • Knowledge of municipal government systems is an asset.
  • Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality in a high-volume environment.
  • Excellent oral and written communication skills.
  • Ability to stay organized in an environment requiring management of several priorities.
  • Proficient in word processing (60 wpm), spreadsheet, internet and database applications. 
  • Advanced ability to use Microsoft Suite (Word, Excel, PowerPoint) and other relevant software applications.
  • Good judgement and the exercise of discretion when dealing with confidential matters.
  • Experience in a municipal government environment an asset.
  • Proven ability and initiative to work with minimal supervision and with the utmost discretion.

Compensation & Other Information:

$58,044 to $75,458

This position is being filled on a temporary basis for up to two (2) years.

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
Company Website: https://careers.london.ca/
Application URL: Click here to apply online