Administrative Assistant Members of Council

7 days ago

Richmond Hill, Canada City of Richmond Hill Full time

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Administrative Assistant Members of Council

Posting Id 2481

Department Council

Division Council Administration

Section Mayor

Job Grade Contract Admin Grade 01

Rate of Pay $32.05- $36.37Hourly

Job Type Temporary Part Time - Contract

Contract Length/End Date 12 months

Replacement/New Position Replacement

Posting Type Internal and External

Posting Date 06/13/2024

Application Deadline 06/28/2024

Position Summary

Administrative Assistants to the Membersof Council will provide professional and administrative support to one member of Council.

Key Duties and Responsibilities
  • Receives, addresses, and relays constituent matters on behalf of an elected official while acting as an ambassador to facilitate the exchange of information to work towards effective solutions.
  • Prepares correspondence, documents, memos, and minutes as well as supports and obtains day-to-day work assignments and directives from their member of Council. In carrying out these assignments and directives, the Administrative Assistant serves as a direct representative and extension of the member of Council while working under limited supervision.
  • Coordinates, manages and maintains the member of Council calendar and schedule to ensure that they are aware of their meetings and appointments. Manages members of Council expense, constituency and conference budgets.
  • Treats interactions and various materials with a high degree of security, confidentiality, sensitivity and discretion, while identifying priorities and action to be taken to serve the needs of the member of Council.
  • Provides support for member of Council special events/meetings and conference events in order to ensure that events are executed at a high level and to ensure that the member of Council is prepared for conferences. Offer support to the councillor by attending special events/meetings, setting up, welcoming the residents, registering the residents, distributing materials, and other related tasks.
  • Reviews meeting agendas and upcoming issues to provide researched and relevant summaries/backgrounders. As well as tracking and identifying emerging and current issues City-wide (issues identification). Manages member of Council expense, constituency and conference budgets.
Education and Experience
  • College Diploma in a related discipline
  • 3 years or more of related experience
Required Skills/Knowledge
  • You must possess a valid Ontario Class "G" Driver's Licence and have a vehicle for use on corporate business (mileage compensated)
  • Ability to multitask in a fast paced environment
  • Proficient in MSOffice, Adobe, and Social Media
  • Experience working in high-level political or executive office with the ability to manage the challenges associated with this work environment.
  • Understanding of the municipal and regional levels of government and the services provided by both levels of government.
  • General knowledge of Provincial and Federal government functions, structures and responsibilities.
  • Ability to work independently, combined with well-developed organization and time management skills and the ability to deal effectively with tact, courtesy, discretion and diplomacy with all levels of staff and the public
  • Ability to independently resolve problems and issues under minimal supervision
  • Ability to work outside normal business hours to accommodate special events/meetings on weekends and/or evenings as required.
  • Demonstrates good judgment and makes sound decisions
  • Shows commitment to personal growth, development, and leadership opportunities
  • Shares new ideas and challenges the status quo
  • Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
  • Takes initiative to participate in a culture of learning, mentoring, and sharing
  • Contributes to building and being a part of a positive culture
  • Demonstrate the City’s corporate values of care, collaboration, courage and service

Nice to have:

  • Language proficiency: Good English (Written and Verbal), Bilingual in Persian/Hindi(preferred)
  • Proficiency in using WordPress for website design
  • Ability to create newsletters
  • Graphic design abilities
  • Competence in using Social Media platforms
  • Demonstrates personal leadership
  • Builds people and culture
  • Cultivates open communication
  • Shapes the future
  • Navigates and leads through complexity and change

We thank all candidates for their interest, however, only those under consideration will be contacted.

TheCityof Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.

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