Administrative Assistant
4 weeks ago
**Opening Statement**
We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah
- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen-dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work on this land.
Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government. Kingstonians enjoy a high quality of life with access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.
**Salary**: $61,971.00 - $77,459.00/Year
**Hours of Work**: 35 hrs/week
**Position Summary**
The Administrative Assistant provides administrative, technical, and logístical support to the Chief Information Officer and performs general office management duties. This position will ensure the smooth operation of day-to-day business and assist with activities including personnel matters, distributing correspondence, budgeting, meeting logistics, and delegating requests within the department.
**KEY DUTIES AND RESPONSIBILITIES**:
Provides invoice processing support to the IS&T department using the City’s Financial Management System (FMS)
- Prepares purchase requisitions and purchase orders ensuring that Purchase Requisitions (PRs) and Purchasing Agents (PAs) are in accordance with Purchasing By-Law
- Assists with the preparation of Delegated Authority/Sole Source Memos for large procurements and ensures that supporting documents (quotes, contracts, memos) are attached to PR’s/PA’s
- Provides information and responds to enquiries from Finance department regarding payments over $20k with respect to Information Reports to Council
- Receives goods or services by completing receipt function in FMS for payment of invoices
- Follows up as required regarding vendor enquiries on payment status of invoices
- Receives notifications and quotes from vendors regarding annual support maintenance renewals and collaborates with appropriate manager for renewal process
Provides secretarial and administrative assistance to the departmental management team, preparing confidential correspondence, projects, and reports, conducting research, arranging meetings, etc. to support the efficient operations of the Team
- Prepares regular draft correspondence, reports, legal documents, presentations and forms, summaries, and information/statistical/ financial reports
- Records, prepares, and distributes agendas and minutes, ensuring the quality of all outgoing material meets corporate standards
- Ensures relevant documentation and background information is provided for meetings
- Schedules in person and virtual meetings, maintaining appointment schedules and composing routine correspondence from brief oral/written instructions for signature
Maintains the department's confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols to ensure files and records are easy to access and organized
- Organizes and maintains paper and electronic records/files/manuals
- Maintains confidential employee appraisal/recruitment documentation
Supports the efficient operations of the IS&T department
- Facilitates staff inquiries on department issues, verifying and relaying information, such as budget timing, ensuring confidentiality
- Reviews internal documents submitted to the department for completeness prior to providing to the Director and follows up on incomplete documentation
- Tracks time and attendance for staff
Acts as a department resource on programs and services, advising other staff within and outside the department on procedural matters to support consistency across the organization
Provides backup to other Administrative Assistants (i.e., vacation, sick leave, etc.) to ensure administrative continuity
Other duties as assigned.
**Qualifications, Competencies**
Diploma in Business Administration, Office Administration, or a related field
3 years of recent and related experience
Must demonstrate Corporate Competencies: Customer Focus, Results Orientation, Integrity, and Teamwork
**Skills, Abilities, Work Demands**
Highly professional, adaptable, and anticipatory with excellent oral and written communication skills
Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality
Strong organizational and communication skills with the ability to manage multiple tasks
Attention to detail and accuracy
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams) including mail merging, document templating and calendar management
Experience with Microsoft SharePoint preferred
Required to obtain and maintain a satisfactory criminal record check
**Closing Statement**
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