Equity Office Administrative Assistant

Reporting to the Equity Office Manager, the Equity Office Administrative Assistant is responsible for provision of clerical and administrative support services to the Equity Office (EO) staff in support of Equity, Diversity & Inclusion (EDI) projects and programs across the City.

As the Equity Office Administrative Assistant, you will:

• Provides administrative support to EDI programs and EO staff
• Provides administrative support for City-Wide Programs involving equity, diversity and inclusion.
• Provides program support for the Equity Office.
• Creates and maintains reports and records management for the EO.

Your education and qualifications include:

• Post-secondary education in Office or Business Administration or the equivalent combination of education, training and experience.

• Human Resource Management Certificate or Diploma is an asset

• Two (2) years of experience working in a professional office setting performing administrative/ clerical duties for program managers and / or specialty EDI programs is required.

• Knowledge of community agencies, people and organizational resources for EDI programs is required.

• Experience providing scheduling support, maintaining and using work tracking systems in a fast paced, dynamic work environment is required.

• Ability to exercise discretion and good judgement in protecting private and confidential information is required.

• Experience creating, reviewing and editing documents, tools, templates etc. to support the program is required.

• Strong work experience using MS Office 365 products including (Word, Excel, Outlook and SharePoint) is required.

• Experience working in a large, publicly funded, unionized organization is preferred

• Experience working with PeopleSoft or another related Human Resource Information System is preferred

• Strong organizational skills with the ability to shift priorities multiple times throughout the day as required.

• Excellent interpersonal with the ability to establish and maintain positive working relationships with all levels of internal clients and external customers is required.

• Excellent customer service skills with the ability to provide effective service and to respond to a variety of requests and inquiries in a professional and courteous manner.

• Strong analytical and problem-solving skills with the ability to research, identify resources, and interpret information.

• Ability to understand city policies, administrative standards and applicable collective agreements to meet Equity Office needs.

• Ability to demonstrate initiative and work with minimal direction to ensure work priorities and deadlines are met.

• Ability to work collaboratively within a multi-department team environment on a regular basis.

• Strong verbal communication skills with the ability to effectively communicate information to a variety of people.

• Strong written communication skills with the ability to effectively prepare written correspondence and communicating material at a level appropriate to the audience

• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.

Conditions of employment:

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check will be required from the successful candidate, at his/her expense prior to the effective start date in the position