Administrative Assistant

Job Description:

To perform a variety of secretarial/administrative functions including confidential work related to labour relations issues

• Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit. May provide work direction and training to assigned staff.

• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.

• Handles scheduling of appointments and ensures that the appropriate information is provided.

• Conducts background research, investigations and retrieves information on various issues.

• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.

• Ensures that the tracking and following up of requests is maintained and deadlines are met.

• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.

• Liaises with and exchanges information with all levels of staff, elected officials and the public.

• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.

• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.

• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.

• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.

• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.

• Assists with budget administration for the unit. Administers petty cash.

• Coordinates meetings, events and schedules. Takes/transcribed minutes as required.

• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.

Canadian Citizenship

University Degree or College Diploma

Experience maintaining records / budgets

Experience preparing background or briefing notes.