Major Responsibilities:
Performs varied administrative duties and program support functions to the Director, Program Support and the Executive Director, Policy, Planning, Finance and Administration."
- Provides executive level administrative support, to the Director, Program Support in the day-to-day operations and provides related support to other units within the Division as and when required.
- Provides support to the Administrative Assistant 1, Office of the Executive Director, and performs back-up duties in his/her absence.
- Exercises caution and discretion with labour relations, personnel and other confidential information.
- Prepares and processes documents of a confidential nature related to human resources, investments, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, etc.
- Handles scheduling of appointments and ensures appropriate information is provided to the Director well in advance.
- Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
- Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary.
- Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
- Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate/Cluster policies and procedures and corrects/resolves outstanding/incorrect items prior to the Director’s signature.
- Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
- Effectively handles general inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues.
- Screens, reviews and prioritizes incoming mail and initiates responses on matters not requiring the personal attention of the Director.
- Conducts background research, investigation, retrieves and consolidates information from various sources, prepares and processes various documents/statistical summaries/ reports requiring the assessment and analysis of data.
- Prepares and processes documents of a confidential nature, such as performance, including disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring initiatives, position termination, fraud and waste hotline. May attend and take minutes at grievance hearings.
- Assists in the co-ordination of cluster and divisional labour disruption plans.
- Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Coordinates and maintains an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
- Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
- Processes payments, maintains accurate accounting records and petty cash.
- Orders and maintains an inventory of office supplies and equipment for the Director’s Office.
- Monitors, tracks and reports attendance management.
- Performs other related work, as assigned.
Key Qualifications:
- Considerable experience in the performance of secretarial and administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
- Considerable experience in taking minutes at meetings, required follow up activities and handling confidential and complex documents and reports.
- Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, i.e. Word, PowerPoint, Excel and GroupWise, to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
- Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, table sand statements to Council and Committees.
- Experience in developing and implementing administrative work procedures and systems.
- Experience in planning and organizing appointments, meetings, interviews, conferences and special events.
- Demonstrated ability to research and gather information.
- Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contact.
- Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- Experience working with confidential materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
- Demonstrated knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.
- Strong analytical and problem solving skills with proven ability to handle sensitive issues.
- Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
- Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
- Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
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