Administrative Assistant, Facilities Management and Construction Services

1 month ago

Kingston, Canada City of Kingston Full time
Position Summary

Reporting to the Director, Facilities Management and Construction Services, the Administrative Assistant assists with ensuring the successful operations of the Department in order to provide citizens, employees, elected officials, and visitors with safe, healthy, and efficiently managed, designed, and constructed facilities in which to carry out civic activities.

The Administrative Assistant performs general office management duties and is responsible for administrative, technical, and logistical support to the Director, Facilities Management & Construction Services. This position ensures the continuing operation of business and assists the Director and Department with personnel matters, meeting logistics, organization, and delegation of requests.

KEY DUTIES & RESPONSIBILITIES
Provide administrative and technical support to ensure the efficient flow of information within as well as external to the organization:
- Draft, review, edit and format correspondence, reports, legal documents, presentations and forms, summaries, and information/statistical/financial reports ensuring the quality of all outgoing material meets corporate standards and/or policies
- Conducts research with minimal direction to assist the Director with respect to new initiatives
- Drafts and distributes agendas, attends meetings and records minutes and action items, ensuring the quality of all outgoing material meets corporate standards and action items are followed up on
- Attends meetings and records minutes in support of Management Union Labour relations dialogues, maintaining confidentiality
- Assists with preparing and distributing Project Management Committee documentation and construction project related documentation, attends Project Management Committee meetings and records minutes and action items
- Ensures relevant documentation and background information is provided for meetings in a timely manner and ensures Director is prepared
- Composes correspondence from brief oral/written instructions
- Responsible for maintaining the departmental strategic software (Cascade), Project Management Information Software (Aconex), and Office 365 (Sharepoint)
- Administrator for Project Management Information Software (Aconex) and Office 365 (Sharepoint)
- Provide one on one training for Sharepoint navigation to Departmental staff
- Respond to and support staff with technical issues

Monitor, review, and prioritize requests to and from the Director, ensuring consistent flow of information moving in an efficient manner:
- Monitor, review, and prioritize requests to and from Departmental staff to ensure consistent flow of information in an efficient manner
- Facilitates staff inquiries on department issues, verifying and relaying information, such as budget timing, ensuring confidentiality
- Ensure efficient flow of information by scheduling meetings and responding to inquiries (internal and public/external)
- Reviews internal documents submitted to the department for completeness and accessibility standards prior to providing to the Director and follows up on incomplete documentation
- Track time and attendance for staff and ensure accurate information is inputted to HRMS and on Departmental calendar and reconciled
- Acts as a department resource on programs and services, advising other staff within and outside the department on procedural matters to support consistency across the organization

Arranges meetings to support the efficient operations of the Director and Department:
- Organize team building and team recognition exercises including regularly scheduled (quarterly and monthly) staff meetings for the Department
- Organize internal and external training and development for the Department
- Schedules and coordinates in person and virtual meetings across the Department, Corporation and external boards, agencies, and associations
- Maintains appointment schedules for the Director and Managers
- Advises other staff within and outside the department on how to apply standard procedures

Maintain administrative, project and personnel files, including time and attendance tracking:
- Organizes and maintains paper and electronic records/files/manuals
- Maintain confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols to ensure files and records are easy to access and organized
- Manage, maintain, and update enterprise resources including templates, forms, data, files, assistive technology, etc.
- Manage, maintain, and update departmental Sharepoint site

Other duties as assigned:
- Provide backup to other departmental staff and Administrative Assistants (i.e., vacation, sick leave, etc.) to ensure administrative continuity

Qualifications, Competencies

College Diploma in Business Administration, Office Administration, or a related field

University Degree preferred

3-5 years recent and related experience as a confidential Administrative Assistant, preferably in a municipal setting

Experience or education in Legal Administration would be an asset

Administrator certifications in Project Management Information Software (Aconex), Asset Management Software (Asset Planner), MS Office/Office 365 preferred

Must demonstrate corporate competencies: Customer Focus, Results Orientation, Integrity, and Teamwork

Skills, Abilities, Work Demands

Advanced proficiency in Microsoft Office 365 and Adobe Suite, including mail merging, document templating and calendar management

Advanced level computer and technology skills

Excellent interpersonal, collaborative and customer service skills with ability to maintain confidentiality

Budgetary skills

Basic understanding of facilities management, building renovations and new construction projects preferred

Proficiency in Financial Management Systems preferred

Proficiency in Project Management Information Systems and/or Database Systems preferred

Working knowledge of Web Content Accessibility Guidelines and ability to produce accessible documents as it relates to digital content and best practices for formatting source documents for interaction with assistive technology preferred

Strong organizational skills with ability to manage multiple tasks

Excellent and highly professional oral and written communication skills with an understanding of accessible formats

Required to obtain and maintain a satisfactory criminal record check including a vulnerable sector search

Valid driver's license and ability to operate City owned vehicle

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