Summary of Duties

Reporting to a Director in Social and Health Development, the Administrative Assistant II, provides a wide variety of confidential administrative, customer service, and clerical duties within their respective Division.

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 which includes, but is not limited to items of confidential nature, correspondence with senior levels of management and government partners.


• Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.


• Maintains and makes available to the Director, any manner of files, records or documents.


• Process all mail and provide draft responses to routine inquiries.


• Arrange appointments, maintain Service Area calendar and advise the Directors/Managers of scheduling matters.


• Book conferences, seminars, workshops and staff training and make necessary travel arrangements.


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


• Monitor budgets and prepare various budgetary forms and financial documents where applicable.


• 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 Division records, files, and office supplies.


• Provide assistance throughout the Service Area. Provide coverage to other Administrative Assistants in the Service Area as required.


• Coordinate, collect and compile data for presentations and project materials.


• Undertake various special projects related to the area.


• Acts as the central contact point for the team for internal administration and external contacts. Provides quality customer service by telephone, electronic mail and in person.  Engages in effective problem solving to respond to inquiries and complaints; directs complex issues to the appropriate management staff.


• Receives visitors to the Division when applicable; receives, intercepts, redirects telephone calls and, where possible, provides a response to inquiries.


• Maintain and update the area’s internal phone directory.


• Perform related duties as assigned.

Qualifications/Experience

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


• Minimum four 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.

Specialized Training & Licenses

Skills and abilities in the following areas are necessary:

• Demonstrated ability to provide customer service 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.


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


• Initiative to work with minimal supervision.


• 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 and Other Information

$58,044 to $75,458

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