Summary of Duties

Reporting to the Executive Assistant to the Deputy City Manager, Planning and Development, the Administrative Assistant II performs a wide variety of administrative and confidential secretarial duties for Directors and Managers within the Service Area. 

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. 


• Arrange appointments, maintain Service Area calendar and advise the Directors/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.


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


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


• Publish and maintain Planning and Economic Development pages on the City of London website.  


• 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.  


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


• Coordinate, collect and compile data for presentations.


• Receive, direct and assist visitors; receive and screen incoming calls, and update the internal phone directory.


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


• Maintain and archive Division records, files, and office supplies.


• Undertake various special projects related to the area.


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


• Perform related duties as assigned.
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Qualifications/Experience

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

Four to five years of experience in a senior administrative position.

Specialized Training & Licenses

• Excellent oral and written communication skills, organizational skills and interpersonal skills required.


• Requirement of 70 wpm typing.


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


• 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

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