Administrative Assistant
5 months ago
:
The
**City of Thunder Bay** provides exceptional quality of life to those who live, work, and play in Thunder Bay - a culturally vibrant, economically diverse community with a metro population of over 120,000. Located on the north shore of Lake Superior, under the protective watch of the Sleeping Giant, Thunder Bay is rich in people and resources, and connects Northwestern Ontario to the world. We value our high quality of life and promote a clean, green, beautiful, and healthy community that provides economic opportunity, respects diversity, and provides affordable and safe neighbourhoods that are accessible to all.
The City of Thunder Bay is a place where art, culture and nature come together
Watch this video to learn more about our City at:
**Job Description**:
***: Under the general supervision of the Director Engineering & Operations, provides confidential administrative support for the Division.
**MAJOR RESPONSIBILITIES**:
- Provides customer service by receiving telephone and walk-in inquiries; provides appropriate responses or directs inquiries to the proper party.
- Provides confidential administrative support, including but not limited to, opening and distributing mail, keying reports, memos and letters, proofreading and editing, photocopying, conducting research, maintaining calendars, processing of forms, etc.
- Schedules, prepares, distributes and assembles materials for meetings; attends, records and distributes meeting minutes.
- Maintains specific divisional databases and manuals.
- Processes payables, receivables, and journal entries and maintains petty cash and the budget, as required.
- Maintains files, records management and the archiving process as required.
- Participates in the development and implementation of records management and library processes.
- Provides training and guidance in the transfer of inactive records and documentation of records for retention in the departmental filing system.
- Participates in the Corporate records management program in accordance with established City Archive Policy.
- Orders and maintains office supplies.
- Seeks opportunities to identify process improvements and efficiencies.
- Performs such other duties as may be required.
**QUALIFICATIONS**:
**Education/Experience**:
- Certificate in office administration, and
- One to three years’ related experience, or
- Equivalent combination of education and experience.
**Skills/Abilities**:
- Intermediate skill level in keyboarding, word processing and spreadsheet software
- Independent judgment when dealing with confidential or sensitive departmental or divisional issues
- Proven organizational skills
- Ability to communicate effectively and concisely, both orally and in writing
- Ability to improve efficiencies
- Ability to be a team player
- Ability to deal with the public and staff in a courteous and tactful manner
**Assets**:
- Experience with SAP software
- A working knowledge of Records Management would be an asset
- Knowledge and functions of City departments, outside boards and agencies, and local community groups
**CONDITION OF EMPLOYMENT**:
- Must undergo a successful Criminal Record and Judicial Matters Check (CRJMC)
**General Information**:
**ONTARIO HUMAN RIGHTS CODE**: It is a contravention of the Human Rights Code of Ontario to discriminate on the basis of: race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, marital status, family status, disability, age, record of offences, gender identity or gender expression. Therefore, a resume submitted to the City must not include references to any of the above characteristics. Do not include:
- Photos
- Any certificates that have photo identification
- Driver’s licences
- Police records checks
**ACCOMMODATION**: Reasonable accommodations are available upon request for all parts of the recruitment process.
**PRIVACY**:Personal information on this form is collected under the authority of the Municipal Act, c. 302, as amended, and will be used to determine eligibility for employment. Questions about this collection of personal information should be directed to the Human Resources & Corporate Safety Division, 125 Syndicate Ave Suite 42, Thunder Bay, Ontario, P7E 6H8, Telephone: 625-3866
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