Office Co-ordinator

Posting # 2062

Department: Office of the Mayor
Initial Reporting Location: Tom Davies Square

Job Status:Permanent Position (Bilingual - English/French)
Number of Vacancies:1
Affiliation: Non Union
Hours of Work: 70 hours bi-weekly
Shift Work Required:Availability to work flexible hours including evenings and weekends
Range of Pay: Group 9 - $2,574.60 to $3,033.10 bi-weekly

The start date will follow the selection process.

This position is not eligible to work remotely.

Main Function: Co-ordinate the administrative functions in the Office of the Mayor and provide confidential administrative and public relations support.

Characteristic Duties: Under the general supervision of the Chief of Staff to the Mayor.

1. Co-ordinate and attend meetings as requested by the Mayor or Chief of Staff, provide logistical support and assemble appropriate background, history, procedures, etc; making notes on proposals and discussions for the Mayor.
2. Review the daily schedule with the Mayor on a daily basis; provide all information required for the Mayor.
3. Provide administrative guidance and direction to staff within the Office of the Mayor with regards to policies and procedures. Resolve issues as they arise.
4. Ensure compliance to CGS Administrative policies and procedures is maintained throughout the Section/Division.
5. Act as a liaison within and outside the Office of the Mayor as may be required in exercising delegated responsibilities and follow-up as appropriate.
6. Monitor incoming telephone calls, visitors, public enquiries, responding with required information and/or directing individuals to appropriate sources.
7. Review incoming reports, mail and other correspondence, exercises discretion in replying to/initiating action on correspondence and all routine matters not requiring the personal attention of the Mayor.
8. Assist and represent the Office of the Mayor as first point of contact by proactively addressing and responding to a wide range of internal/external queries and problems regarding CGS, based on broad knowledge of policies, procedures, programs and services.
9. Monitor and review media enquiries to the Office of the Mayor, responding with required information and/or directing to Mayor or appropriate sources as required.
10. Oversee the Mayor’s schedule to ensure the efficient operations of the office and resolve conflicts as they arise.
11. Identify, recommend and implement changes in administrative procedures in the Office of the Mayor. Assist staff with the set up of new procedures, test, review and refine as appropriate.
12. Coordinate activities (e.g. events, meetings) with various stakeholder groups on behalf of the Office of the Mayor.
13. Assist the Chief of staff to the Mayor in organizing major civic and special events.
14. Accompany the Mayor at various events, as required.
15. Liaise with Deputy Mayors, Councillors and senior staff on a daily basis, as required.
16. Monitor and advise the Mayor on emerging issues.
17. Produce various correspondence and help with social media when requested.
18. Attend Council and Senior Management Committee meetings and Council meetings as directed.
19. Liaise with stakeholders, other municipalities and levels of government concerning meeting and to request information.
20. Produce proclamations as required.
21. Responsible for the control and maintenance of an effective filing and information retrieval system.
22. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
23. Perform other related duties as required.

Qualifications:

Education and Training:
• Successful completion of Secondary School (Grade XII) Education.
• Successful completion of the AMCT Municipal Administration Program is an asset.
• Administrative Assistant Diploma or Diploma in Journalism, Marketing or Communications from a Community College is an asset.

Experience:
• Minimum of five (5) years of responsible related experience.
• Municipal administration as asset.

Knowledge Of:
• Computer software and administrative systems in a Windows environment (e.g. files maintenance, work processing, spreadsheet applications, presentation software, information input and retrieval).
• Social media tools and management of data.
• Best practices within areas of responsibility.
• Communications processes and procedures.

Abilities To:
• Respond quickly to emerging opportunities or risks.
• Manage and resolve conflicts to ensure efficiency.
• Maintain confidentiality.
• Demonstrate high level of competency in keyboarding skills.
• Demonstrate excellent time management and organizational skills.
• Demonstrate excellent interpersonal skills in dealing with the public, elected officials, staff and outside groups and agencies.
• Demonstrate excellent written and verbal communication skills.
• Demonstrate use of judgement, diplomacy, and tact in dealing with people.
• Work in a collaborative manner and in high paced environment with changing priorities.

Personal Suitability:
• Mental and physical fitness to perform essential job functions.
• Confidence; enthusiasm; interpersonal skills.
• Availability to work flexible hours including evenings and weekends.

Language:
• Excellent use of English and French; verbally and in writing.

Other Requirements:
• May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s license and have an acceptable driving record.

Leadership Competencies:
Tactical Coordination and Direction- Non Supervisory (I)
For more information on leadership competencies, please visit www.greatersudbury.ca/jobs to apply online.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $2,344.30 to $2,759.40 bi-weekly. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

How to Apply:

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Friday, May 10, 2024. For those providing a French language resume, please also include an English version.

Click on the Apply for Job button.
Follow the step by step application process.
Ensure you attached a cover letter and resume. Acceptable file types are:

.doc
.docx
.txt
.pdf
.rtf
Once completed, review your application and click on the Submit button.
Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage:Applicants Living Outside of Canada (greatersudbury.ca)

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