Office Administrators
1 month ago
The City of Markham is proud to be recognized for the 4th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.
Applications are now being accepted for the above positions in the Community Services Commission. To apply, please submit your cover letter and resume on-line by August 20, 2024.
Join us and make a lasting difference
JOB SUMMARY
Reporting to the Director, the Office Administrator provides day-to-day administrative support to the Director and department staff to ensure efficient coordination and completion of administrative tasks. Works on concurrent projects/assignments with all levels of staff, which will include corresponding with elected officials, and external clients. Handles confidential and sensitive information with discretion and professionalism to ensure compliance with privacy policies and regulations.
KEY DUTIES AND RESPONSIBILITIES
Variety of work and allocated time may vary for each Office Administrator based on department needs and may encompass the following:
- Provides administrative support to the Department:
- Provides administrative support to the Director:
- Provides administrative support to variety of committees or sub-committees as assigned by Director (e.g., Emergency Operations Centre (EOC), Health & Safety, etc.) which includes meeting coordination and preparation or coordination of documents.
- Updates and maintains content on the department website portal and social media platforms, ensuring content is accurate, relevant and aligned with department goals.
- Coordinates and manages training requests and registers staff for conferences and external training programs. Tracks training, prepares training reports, and maintains department's training budget.
- Coordinates all Freedom of Information (FOI) requests and insurance claim requests.
- Assists the department with tracking financial expenditures and processing invoices, including lease and vendor agreements and utility chargebacks. Liaise with Finance department to process and issue purchase orders for invoices as per established guidelines. Coordinates reconciliation and approval of monthly credit card purchases.
- Assists in the development and implementation of improved business processes to meet service goals and regulatory requirements (e.g., business planning, tracking against corporate / departmental goals, etc.). Coordinates the department's business plan and project plans along with key reporting metrics.
- Other duties as assigned.
REQUIRED SKILLS & COMPETENCIES
Completion of college diploma (University degree would be considered an asset) and related courses (greater than 3 months in duration) Minimum of 3 years of related administrative experience with a customer service focus. Experience working in a municipal office is preferred.Proficiency in Microsoft 365 applications (Word, Excel, PowerPoint), financial applications, such as, Cayenta, and other databases used by the department. Strong organizational and time management skills with ability to prioritize tasks. Demonstrated ability to work with all levels of staff, elected officials and customers, handling confidential and politically sensitive information. Ability to work concurrently on multiple projects/assignments and meet regular deadlines independently and in a team environment. Excellent verbal and written communication skills.A valid Ontario Driver's License with access to a vehicle is preferred.CORE BEHAVIOURS
- Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
- Change & Innovation: Responds positively and professionally to change and helps others through change.
- Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
- Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
- Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
- Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.
The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.
We thank all applicants who have applied. However, only those applications selected for an interview will be contacted.
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