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Administrative Assistant Members of Council

4 months ago

Richmond Hill, Canada City of Richmond Hill Full time

Posting Id- 2481- Department- Council- Division- Council Administration- Section- Mayor- Job Grade- Contract Admin Grade 01- Rate of Pay- $32.05 - $36.37 Hourly- Job Type- Temporary Part Time
- Contract
- Contract Length/End Date- 12 months- Replacement/New Position- Replacement- Posting Type- Internal and External- Posting Date- 03/07/2024- Application Deadline- 03/21/2024**Position Summary**:
Administrative Assistants to the Members of 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 mínimal 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
- Excellent Office Administration skills
- Ability to create newsletters
- Event planning skills
- Graphic design abilities
- Competence in using Social Media platforms

**Leadership Competencies**:

- Demonstrates personal leadership
- Builds people and culture
- Cultivates open communication
- Shapes the future
- Navigates and leads through complexity and change

The City of 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.