Summary of Duties

Reports to a Division Manager IV, providing administrative support to Professional Engineers and Technologists.  Performs duties of an administrative, customer service, clerical, confidential and financial nature.

Work Performed

Acts as the central point of the divisional unit for consultants, contractors, elected officials, general public and internal administration, to ensure timely response by the Division.

Provides quality customer service to the public by telephone and in person, taking the initiative to employ problem-solving techniques, directing more complex issues to the appropriate managerial staff and providing Divisional information.

Obtains information and refers emergency and more complex situations appropriately.

Prepares and maintains files for confidential correspondence under the direction of the Division Manager IV.

Receives and transcribes dictation and prepares all forms of correspondence, agendas, minutes, reports, statements and forms, assuring grammatical and arithmetical accuracy.

Types and formats reports to Standing Committees.

Maintains, updates, and coordinates division filing systems.  Initiates and maintains an appropriate file numbering system for all correspondence.

Arranges meetings, appointments and interviews with internal and external contacts.
Operates standard office equipment, including personal computer, photocopier and fax machine.

Prepares vacation schedules.

Prepares payment vouchers and purchase requisitions and expedites a follow-up system for accounts payable.

Compiles procurement documents such as Requests for Proposals, Tender Documents, and Standard Contract Documents and provides to Purchasing. 

Maintains an adequate supply of office supplies, liaises with service personnel for office equipment and ensures office is opened/closed in a secure fashion.

Coordinates Divisional computer and telephone needs with Technology Services Division.

Acts as Secretary for the Utilities Coordinating Committee twice monthly as required.

Transcribes minutes and distributes to utility representatives throughout the City.

Provides orientation and training in office procedures and equipment to new staff.

Arranges external seminars, assisting with facility selection and registration.

Provides daily support to other work areas, with the above-noted customer service, mail processing and typing duties.

Performs related duties as assigned.

Qualifications/Experience

One year or a two year Community College Office Administration Diploma.

Six months to one year related experience.

Specialized Training & Licenses

Demonstrated proficiency in wordprocessing, spreadsheets and various software.

Compensation and Other Information

$34,804 - $50,173 (Level 5)

This posting is currently under review.

Current hours of Work: Monday - Friday from 8:30am - 4:30pm
These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.

NOTE: Applicants may be required to complete a job related test.

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.