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JOB TITLE: Administrative Assistant, Organizational Performance & Strategy
DEPARTMENT: Office of the CAO
POSTING NUMBER: 105399
NUMBER OF POSITIONS: 1
JOB STATUS & DURATION: Full Time Permanent
HOURS OF WORK: 35 hour workweek
LOCATION: Hybrid Model ? when working onsite, you will report to the location of City Hall.
SALARY GRADE: 2
HIRING SALARY RANGE: $57,164.00 - $64,310.00 per annum
MAXIMUM OF SALARY RANGE: $71,455.00 per annum
JOB TYPE: Management and Administration
POSTING DATE: May 6, 2023
CLOSING DATE: May 12, 2023


AREA OF RESPONSIBILITY:


Reporting to the Director, Organizational Performance, this position is responsible to provide administrative support and confidential services to maintain efficient operations of the section or division. Exercise judgement to resolve matters which may be political and sensitive in nature. Liaise with management to ensure compliance with corporate and operational service standards and policies. Typically works under general direction.


OPERATIONAL ACCOUNTABILITY

• Provide administrative support to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, presentations and reports.
• Provide administrative assistance in support of business initiatives, programs, processes and projects.
• Develop and implement new tools and methods for the continual improvement and efficiency of practices and processes.
• Maintain files and confidential records to ensure corporate compliance.
• Monitor, maintain and processes sectional or divisional financial, time-entry and budgetary records, reports and transactions.

LOGISTICAL SUPPORT

• Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.
• Book and arrange meetings, conferences, event attendance, resources, travel arrangements and amenities.

CUSTOMER SERVICE

• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Coordinate objectives by building relationships with cross-functional departments, management and external stakeholders.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

COMMUNICATION AND REPORTING

• Research and assist with the preparation of policies, procedures and reports.
• Monitor and update data entry/database and web based records to support time sensitive reporting.

CONFIDENTIALITY

• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Provide documentation support for disciplinary, grievance and performance matters.

SELECTION CRITERIA:


EDUCATION:

• Post-secondary Certificate in Office Administration or equivalent experience.

REQUIRED EXPERIENCE:

• One to two years experience providing administrative support.

** Various tests and/or exams may be administered as part of the selection criteria.


Alternate formats will be provided upon request.


Interview: Our recruitment process may be completed with video conference technology.


As part of the corporation?s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.


If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #105399 by May 12, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.


As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select ?prefer not to answer? as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant?s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.


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