Administrative Assistant, People Services (Director Support)

Summary of Duties:

Reporting to the Director, People Services, the Administrative Assistant II performs a wide variety of administrative, customer service and clerical duties to support the Director or Division, as required. With a focus on directly supporting the Director, People Services, this role also is a key role in supporting the People Services Leadership Team.

Work Performed:

• Handle and prepare all manner of correspondence, reports, and requests including those of a confidential nature in a timely manner. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the designated Director or Managers.
• Act as the central contact point for the People Services Leadership Team and Director 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.
• Take dictation, transcribe and type correspondence, reports, minutes and statements. Attends and documents People Services Management meeting minutes and follow- up on required action items.
• Prepare and format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
• Process all appropriate mail and provide draft responses to routine inquiries.
• Receive visitors on behalf of the Director; receive, redirect telephone calls and, where possible, provide a response to inquiries.

• Demonstrate commitment to supporting 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.
• Arrange appointments and meetings; maintain Service Area calendar and advise the Director and Managers of scheduling matters.
• Book conferences, seminars, workshops and staff training and make necessary travel arrangements.
• Support the administration and monitoring of the annual operation budget for the People Services Division; prepare various budgetary forms and financial documents as required. In addition, reconciles monthly visa statements for the division.
• Support financial stewardship by ensuring expenditures are controlled and maintained within approved budget under the guidance of the Director, People Services.
• Administer the payment of invoices and generation of invoices (receivables) for the Division.
• Perform a variety of confidential administrative functions including: processing personnel and staff requisition forms for the Division; maintaining records on staffing and personnel matters; preparing payroll records and submit changes; preparing and distributing agendas and minutes for division management meetings and preparing correspondence as required.

• Maintain and archive Division records to include in camera council and committee reports related to Labour Relations and related employment matters, files, and office supplies; make available to the Director, People Services, any manner of files, records or documents.
• Maintain and update the corporate, internal phone directory; update email distribution lists for the Division, all management employees and managers with direct reports.
• Monitor and maintain attendance records for Divisional leaders and union presidents for CUPE Local 101 and CUPE Local 107.
• Coordinate, collect and compile data for presentations and project materials.
• Undertake various special projects related to the area.
• Administer People Services-related scholarships and awards processes.
• Provide assistance throughout the Division as needed. Provide coverage to other Administrative Assistants in the Service Area as required.
• Perform related duties as assigned.

Skills and Abilities:

• 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.

Qualifications:

• Two-year Community College Diploma in Office Administration - Executive, or equivalent.
• Appropriate senior administrative experience or an equivalent combination of education and related professional and lived community experience.
• Experience in a municipal government environment an asset.

Compensation & Other Information:

$58, 044 - $75, 458

This posting is for one (1) permanent, full-time position.

Job Closing Date:

This posting will close on December 8, 2023.