Administrative Assistant, Planning

3 weeks ago

London, Canada City of London Full time

File Number: 583- Service Area: Planning and Economic Development- Division: Service Area Administration- Position Type: Full Time - Permanent- Employee Group: Mgmt Non Union- Job Close Date: 01 DEC 2023**Summary of Duties**:
Reporting to the Coordinator, Administrative Services and Operational Improvement, the Administrative Assistant provides a wide variety of confidential administrative, customer service and clerical duties within the Service Area.

**Work Performed**:

- Handle and prepare all manner of correspondence, reports, and requests including those of a confidential nature. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the Deputy City Manager, Directors, and Managers.
- Take dictation, transcribe, and type correspondence, reports, minutes, and statements.
- Arrange appointments, maintain Service Area calendar, and advise the Directors/Managers of scheduling matters.
- Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
- Monitor budgets and prepare various budgetary forms and financial documents.
- Assist in arranging payment of all invoices and generating invoices (receivables) as required.
- Perform a variety of confidential administrative functions including: process personnel and staff requisition forms for the Service Area; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.

**.**:

- Process all mail and provide draft responses to routine inquiries.
- Coordinate, collect and compile data for presentations and project materials.
- Act as the central contact point for the team for internal administration and external contacts. Provide quality customer service by telephone, electronic mail and in person. Engage in effective problem solving to respond to inquiries and complaints; direct escalatory service area matters and complex issues to the appropriate management staff.
- Receive visitors to the Service Area receive, intercept, redirect telephone calls and where position provide a response to inquiries.
- Maintain and update service area records, and internal directories.
- Book conferences, seminars, workshops, and staff training and make necessary travel arrangements.
- Maintain and archive service area and divisional records, files, and office supplies
- Undertake various special projects related to the area.
- Provide assistance throughout the Service Area. Provide coverage to other Administrative Assistants in the Service Area as required.

**.**:

- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
- Perform related duties as assigned.

**Qualifications**:

- Two-year Community College Diploma in Office Administration - Executive

**Experience**:

- Minimum four years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
- Experience in a municipal government environment is an asset.

**Skills and Abilities**:

- Demonstrated ability to provide customer service in a high-volume environment.
- Excellent oral and written communication skills, organizational skills and interpersonal skills required.
- Ability to stay organized in an environment requiring management of several competing priorities.
- Proven ability and initiative to work with mínimal supervision. and with the utmost discretion.
- Good judgement and the exercise of discretion when dealing with confidential matters.

**Compensation & Other Information**:
$58,044 - $75,458

This posting is for one (1) permanent, full-time position.

**Job Closing Date**:
This posting will close on December 1, 2023.

As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.

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