Office Co-ordinator

5 months ago

Greater Sudbury, Canada City of Greater Sudbury Full time

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

**Job Status**: Permanent Position (Bilingual - English/French)

**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 logístical 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**:

- 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; interperson

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