Administrative Assistant, Council Members

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Title: Administrative Assistant, Council Members

Job Close Date: Jan 19, 2025

File Number: 2015

Employee Group: Mgmt Non Union

Service Area: Legal Services

Division: Clerk's Office

Job Type: Full-Time Permanent

# of Openings: 1

Summary of Duties:

Reporting to individual assigned Councillors, and to the Manager, Legislative Services for administrative purposes, the Administrative Assistant, Council Members provides general administrative support for the assigned Councillors, including those of a confidential and/or labour relations nature.

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 Councillor.
• Take dictation, transcribe, type correspondence, reports, speeches, minutes, statements and other documents. Draft routine correspondence, as required.
• Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
• Schedule appointments, arrange meetings and make necessary travel arrangements for the Councillors, as required.
• Maintain a general working knowledge of Standing Committee and Council agendas, as well as minutes and processes.
• Process accounts for all Councillors and issue monthly expense summaries.
• 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 records, files, and office supplies.
• Provide assistance throughout the Clerk’s Office. Provide coverage to other Administrative Assistants as required.
• Coordinate, collect and compile data for presentations and project materials.
• Undertake various special projects related to the area.
• Receive telephone calls and visitors for the Councillors, providing an initial response or, where applicable, referring the customer to the appropriate internal or external contact.
• Provide quality customer service by telephone, electronic mail and in person. Engage in effective problem solving to respond to inquiries and complaints.
• Liaise, on behalf of the Councillors, with municipal staff, various community groups, external agencies and other government representatives.
• Maintain and update the area’s internal phone directory.
• Use all standard office equipment.
• Attend ward meetings and functions on occasion as required.
• Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and promote programs and initiatives that reflect this commitment.
• Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
• Perform related duties as assigned.

Qualifications:

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

Skills and Abilities:

• Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality in a high-volume environment.
• Knowledge of municipal government systems is an asset.
• Excellent oral and written communication skills.
• Ability to stay organized in an environment requiring management of several priorities.
• Good judgment and the exercise of discretion when dealing with confidential matters.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion.
• Advanced ability to use Microsoft Suite (Word, Excel, PowerPoint) and other relevant software applications.

Compensation & Other Information:

$58, 770 - $76, 401

This posting is for (1) one permanent full-time position.

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

Work Arrangement: 100% in office

Work hours and work arrangement are subject to change in accordance with business requirements.

Police Record Check

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

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.

Phone: 519-661-4930, TTY: 519-661-4889, Email: [email protected].