Summary of Duties:

Reporting to the Director, Fleet and Facilities, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties to support the Director, as required.

Work Performed:

• Handle and prepare all manner of correspondence, reports, educational requests, and memberships for the Division including those of a confidential nature.  Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the Director/ Senior Managers. 
• Act as the central contact point for the team for internal administration and external contacts.  Provide quality customer service by telephone, electronic mail and in person.  Engage in effective problem solving to respond to inquiries and complaints, direct complex issues to the appropriate management staff.
• Take dictation, transcribe, and type correspondence, reports, minutes, and statements.
• Arrange appointments, maintain Division calendar, and advise the Director/ Senior 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. Submit final version of reports to Clerks. 
• Monitor administrative budget and prepare various budgetary forms and financial documents.
• Assist in arranging payment of all invoices and generating invoices (receivables) as required.
• Perform a variety of sensitive confidential administrative functions including process personnel and staff requisition forms for the Division; 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.
• Coordinate, collect and compile data for presentations and project materials. 
• Process all mail and provide draft responses to routine inquiries.
• Receive, visitors to the Division; receives, intercept, redirect telephone calls and, where possible, provide a response to inquiries.  
• Maintain and update the area’s internal phone directory, organizational charts, and asset logs (i.e. phones, laptops).
• Book conferences, seminars, workshops, and staff training and make necessary travel arrangements.
• Maintain and archive Division records, files, drawings, and documents.
• Maintain and make available to the Director, any manner of files, records, or documents.
• Demonstrate commitment to supporting anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
• Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety. 
• Provide assistance throughout the Division. Provide coverage to the Administrative Assistant positions within Finance Supports, as required.
• Undertake various special projects related to the area.
• Monitor, track and follow up on MFIPPA requests. 
• Perform related duties as assigned.

Skills and Abilities:

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

Qualifications:

• 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.
   

Compensation & Other Information:

$58, 770 - $76, 401

This posting is for 1 permanent full-time position.

Current Hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid.

These hours of work and work arrangement are subject to change in accordance to business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check.