Job Description

Section: Organizational Development, Safety, Wellness and Rehabilitation
Division: Human Resources and Organizational Development
Department: Corporate Services
Initial Reporting Location: Tom Davies Square Job Status: Contract position
Estimated Probable Duration: Two (2) years

Affiliation: Non union
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 6 $1,953.00 to $2,301.60 bi-weekly (subject to review) The start date will follow the selection process. Position eligible to work remotely: To be determined Main Function: Provide confidential administrative support and secretarial services to the iCARE Project. Characteristic Duties: Under the general supervision of the Manager of Organizational Development, Safety, Wellness and Rehabilitation or the Health and Safety Project Lead on the iCARE project team.

• Provide confidential administrative support to staff on the iCARE project team.
• Act as the first point of contact for the project team. Respond to routine employee inquiries directing individuals to the proper authority for information.
• Schedule iCARE project meetings including project team, advisory group and working group meetings. Compile and formulate agendas for all iCARE project meetings, attend meetings, and take minutes.
• Assist with communicating project requirements to all involved and ensure deadlines are identified and met.
• Compose, transcribe, and type routine correspondence for project members.
• Work with communications staff to maintain relevant CityLinks and the Over To You pages.
• Develop and create PowerPoint presentations, excel spreadsheets, graphs, charts, surveys etc. on behalf of the project team.
• Contribute to the overall effectiveness of the project by analyzing and identifying opportunities to improve the process in creating the standards of the Management System.
• Prepare, edit, and proofread various reports, templates, manuals, policies, and procedures, and ensure they are free of spelling and grammatical errors. Perform electronic filing and other clerical services for project staff.
• Develop and keep organized SharePoint, One Drive and MS Teams drives and documents.
• Support the project team to research, draft, create and distribute documents to assist in the change management process.
• Contribute to the development of new ideas to improve work processes.
• Work with Organizational Development in the development and administration of project related Learning Management System (LMS) modules.
• Update and assist in the development of corporate wide iCARE project systems, processes, programs, and procedures.
• Manage petty cash and coordinate the purchase of items necessary for project meetings.
• Develop and maintain a thorough working knowledge of CGS\xe2\x80\x99s Safety Manual and the applicable Provincial Legislation listed therein.
• Perform other related duties as required.

Qualifications: Education and Training:

• Successful completion of Secondary School (Grade XII) Education, with some post-Secondary Education.

Experience:

• Minimum of two (2) years of responsible and related experience.
• Experience with Microsoft 365 including Outlook, OneDrive, Word, Excel, PowerPoint, SharePoint, Teams, Forms, Project required.
• Experience with PeopleSoft and a Learning Management System (LMS) is considered an asset.

Knowledge Of:

• Office administration practices and filing procedures.
• Strong keyboarding skills and a high proficiency with Microsoft 365 platform.

Abilities To:

• Handle multiple priorities and deadlines from multiple parties and can prioritize these competing tasks.
• Demonstrate organizational ability.
• Demonstrate skills and experience with minute-taking.
• Demonstrate interpersonal skills dealing with public, Employees, Councillors, outside groups and agencies.
• Perform in a fast-paced, multi-tasked and team environment with a demonstrated customer service focus.
• Demonstrate forward thinking and problem-solving skills.
• Ensure accuracy and attention to detail.

Personal Suitability:

• Mental and physical fitness to perform essential job functions.

Language:

• Excellent use of English; verbally and in writing.

Leadership Competencies: Tactical Coordination and Direction- Non Supervisory (I)

Competency
Competency Definition
Level
Level Definition

Shaping the Future

Innovation
Take a creative approach to problems or issues, \xe2\x80\x9cthink outside the box\xe2\x80\x9d, go beyond the conventional, and explore creative uses of resources.
3
Proposes innovative ideas

Judgment and Decision Making
Make sound decisions involving varied levels of complexity, ambiguity and risk.
2
Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration
Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.
3
Collaborates beyond one\xe2\x80\x99s area

Customer/Citizen Focus
The desire to work closely with internal and external customers to meet and exceed their expectations.
2
Addresses underlying customer/stakeholder needs

Impact & Influence
Persuade, convince, influence or gain the commitment of others to get them to accept a point of view, adopt a specific direction, commit to an idea, or take a course of action.
2
Adapts actions or words to persuade

Organizational Awareness
Learn and understand the key relationships, diverse interest groups and power bases within one\xe2\x80\x99s own and other organizations.
2
Understands and uses formal structures/networks

Planning, Coordination & Execution
Plan and coordinate work to achieve desired results on a consistent basis.
3
Coordinates activities involving others within one\xe2\x80\x99s team

Enhancing Personal Effectiveness

Commitment to Continuous Learning
Continuously develop and enhance one\xe2\x80\x99s own and others\xe2\x80\x99 personal and professional skills, knowledge and abilities.
4
Models a learning orientation

Flexibility/Adaptability
Adapt and work effectively within a variety of situations, and with various individuals or groups.
2
Applies rules flexibly

Interpersonal Communication
Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.
3
Effectively uses empathy

Managerial Courage/Integrity
Acting with integrity, ensuring one\xe2\x80\x99s actions are consistent with City of Greater Sudbury\xe2\x80\x99s values and expectations.
2
Is publicly candid with the team, acting with integrity consistent with one\xe2\x80\x99s beliefs

Leadership Presence
Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.
3
Demonstrates personal courage
For more information on leadership competencies, please see our Leadership Competency Dictionary.

How To Apply

If you are viewing this job posting through a website other than the City of Greater Sudbury\'s, please visit www.greatersudbury.ca/jobs to apply online. We must receive your resume before 11:59 p.m. on Thursday, December 7, 2023. For those providing a French language resume, please also include an English version.

• Follow the step by step application process.
• Ensure you attached a cover letter and resume. Acceptable file types are:
  • .doc
  • .docx
  • .txt
  • .pdf
  • .rtf
• Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager. Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca) Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca