Administrative Assistant II, Regional Water (AS234)

by City of London

Reference #: COL00520-1736
Position Type: Full-time
Location: London, Ontario
Date Posted: Sep 14, 2021
City of London

Job Description

Summary of Duties

Reports to the Director of Regional Water Supply, the Administrative Assistant II, performs a wide variety of administrative, confidential, and secretarial duties that will include confidential labour management information. 

Work Performed

  • Handles and prepares all manner of correspondence, reports, educational requests and memberships for the Regional Water Division including those of a confidential nature. Maintain follow-up on outstanding matters. Conduct research and compile data.

  • Takes dictation, transcribes and types correspondence, reports, minutes and statements for the Boards of Management and the Division.

  • Arranges and schedules appointments and maintains calendars.

  • Formats reports, takes reports from draft to final stage, provides input and identifies opportunities for researching and implementing improvements to report presentation.

  • Monitors budgets and prepares various budgetary forms and financial documents.

  • Assists in arranging payment of all invoices and generating invoices (receivables) as required.

  • Performs a variety of confidential administrative functions including: processes personnel and staff requisition forms for the Division; maintains organizational charts and job descriptions, records on staffing and personnel matters, prepares payroll records and submits changes and prepares and distributes agendas and minutes for all management meetings.

  • Coordinates, collects and compiles data for Board presentations and Regional Water initiatives.

  • Processes all mail and provides draft responses to routine inquiries.

  • Assists in the management and maintenance of the water systems’ website and related content, including social media.

  • Receives, directs and assists visitors; receives and screens incoming calls, and updates the internal phone directory.

  • Books conferences, seminars, workshops and staff training and makes necessary travel arrangements.

  • Maintains and archives Division records, files, and office supplies.

  • Undertakes various special projects related to the Boards of Management and Regional Water Supply and provides back up for the Executive Assistant.

  • Performs related duties as assigned.

  • Performs various secretarial duties, transcribes minutes of the Boards of Management and municipal committees, and schedule meetings.

  • Monitors, tracks, coordinates and follows up on MFIPPA requests.

Qualifications/Experience

  • Two-year Community College Diploma in Office Administration – Executive.

  • Four (4) to five (5) 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 50 wpm typing.

  • Excellent ability to use relevant software applications such as Microsoft Office; JD Edwards, KRONOS, Excel, and Visio.

  • 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

 


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