Administrative Assistant (as218)
London, ON, Canada
Job Description
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Summary of Duties
Reporting to the Executive Assistant City Manager\xe2\x80\x99s Office, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties to support the City Manager\xe2\x80\x99s Office, providing direct support to a Director or Division, as required.
Work Performed
- Receive visitors and phone calls to the City Manager\xe2\x80\x99s Office or assigned Division; provide initial response and/or redirect inquiries for the City Manager, Director or Divisional staff.
- Process all mail for the City Manager\xe2\x80\x99s Office or assigned Division.
- Manage personal, confidential, and routine correspondence for the Director or Division and personnel matters as assigned within the City Manager\xe2\x80\x99s office or Division.
- Maintain and make available to the City Manager, Director or Divisional staff any manner of files, records or documents.
- Arrange meetings and appointments for the Director or Divisional staff and advise the City Manager and Senior Management employees of scheduling matters.
- Prepare and distribute agendas and take minutes at meetings. Transcribe and type correspondence, reports, minutes and statements for the City Manager and Senior Leadership Team.
- Perform a variety of confidential administrative functions including: process expenses, personnel and staff requisition forms; 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.
- Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
- Participate in various team projects related to the area.
- Book conferences, seminars, workshops, and staff training and make necessary travel arrangements as required.
- Liaise with Councillors, consultants, community groups, external agencies, and senior levels of administration within and outside the Corporation to request and exchange information.
- Provide back up for other City Manager\xe2\x80\x99s Office Administrative Assistant positions or support for the City Manager as required.
- Demonstrate commitment to 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.
- Act 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.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
- Maintain divisional web pages.
- Maintain and order supplies and forms for City Manager\xe2\x80\x99s Office or assigned Division.
- Operate standard office equipment.
- Perform related duties as assigned.
Qualifications/Experience
- Two year Community College Diploma in Office Administration \xe2\x80\x93 Executive or equivalent.
- Minimum four years of related senior administrative assistant capacity experience or an equivalent combination of education and related professional and lived community experience.
- Demonstrated ability to provide customer service in a high-volume environment.
- Excellent oral and written communication skills and excellent conflict resolution, interpersonal, organizational and time management 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.
- Experience in a municipal government environment an asset.
Compensation and Other Information
$58,044 to $75,458
Job Reference: COL01418
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Job Detail
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Job IdJD2153624
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationLondon, ON, Canada
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EducationNot mentioned