Administrative Assistant to the Director

Overview CITIZENS FIRST THROUGH SERVICE EXCELLENCE We have an exciting Temporary, Full-Time, Non-Unionized opportunity in the Parks, Forestry and Horticulture Operations Department for an experienced and motivated individual. Administrative Assistant to the Director J0126-0374 Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued. Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow. Position Overview Responsible for providing administrative support and confidential services to maintain efficient operations of the Parks, Forestry and Horticulture Operations Department including compiling and preparing correspondence, documents, reports, etc., establishing and maintaining departmental filing systems, monitors the administrative budget; maintains departmental attendance and activity records. Exercises sound judgment to resolve matters which may be political and sensitive in nature. Coordinates the Director’s and department staff meetings/schedules/training; researches and compiles background information; arranges meetings and appointments; takes formal minutes at meetings; maintains office administration and records management processes and procedures; responds to and/or redirects inquiries/communications; and completes special projects, as assigned. Provides administrative support and confidential services to the Director including researches, writes, prepares and coordinates background material, presentations, and/or briefing notes, for responses to inquiries and for meetings and reports. Takes minutes at meetings and ensures mandatory background material is provided in advance of meetings and ensures follow up on outstanding matters. Co-ordinates departmental training needs and scheduling, i.e. application training, professional development, etc., Schedules meetings and commitments for the Director and departmental staff, including preparing agendas, coordinating/assembling background and reference material. Acts as a liaison to facilitate communication between management and staff, elected officials, outside agencies and the public by responding to a variety of inquiries and service requests; while adhering to corporate practices and standards. Assists with projects, and inter-office committees, such as preparing from rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents. Transcribes, formats, proofreads, edits or revises correspondence, reports, spreadsheets and presentations. Performs financial tracking functions such as processing payables/receivables, invoices and travel expense claims, verifying office expenditures and inputting of invoice/travel claims; managing budgetary records, reports and transactions and monitors on a regular basis. Qualifications and Experience Minimum of a Community College Diploma in Business or Public Administration or suitable equivalent. Minimum of three (3) years of administrative experience preferably in a municipal environment and at least two (2) years providing support to senior and/or executive level management with emphasis on determining priorities and organizing activities of a diverse work assignment. Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy. Thorough working knowledge of Microsoft Office applications (i.e. Word, Excel, PowerPoint, Excel, Project, etc.), coupled with proficient and accurate keyboarding skills. Excellent communication skills, both oral and written including drafting correspondence, presentations, media items and reports. Demonstrated ability to research and gather information. Effective time management, organizational and interpersonal skills with ability to set priorities and meet required deadlines with conflicting demands and changing priorities coupled with problem solving and analytical skills. Knowledge of, and demonstrated ability in, the City’s core competencies and functional core competencies. Ability to deal effectively and courteously with internal staff, consultants, the public and other government agencies. Flexible to work outside regular business hours, as required. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions. The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. #J-18808-Ljbffr