Administrative Assistant

5 months ago


Greater Sudbury, Canada City of Greater Sudbury Full time

**Section**: Organizational Development, Safety, Wellness and Rehabilitation
**Division**: Human Resources and Organizational Development
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Contract position
**Estimated Probable Duration**: Two (2) years

**Affiliation**: Non union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: No

**The start date will follow the selection process.**

Position eligible to work remotely: To be determined

**Main Function**: Provide confidential administrative support and secretarial services to the iCARE Project.

**Characteristic Duties**: Under the general supervision of the Manager of Organizational Development, Safety, Wellness and Rehabilitation or the Health and Safety Project Lead on the iCARE project team.
- Provide confidential administrative support to staff on the iCARE project team.
- Act as the first point of contact for the project team. Respond to routine employee inquiries directing individuals to the proper authority for information.
- Schedule iCARE project meetings including project team, advisory group and working group meetings. Compile and formulate agendas for all iCARE project meetings, attend meetings, and take minutes.
- Assist with communicating project requirements to all involved and ensure deadlines are identified and met.
- Compose, transcribe, and type routine correspondence for project members.
- Work with communications staff to maintain relevant CityLinks and the Over To You pages.
- Develop and create PowerPoint presentations, excel spreadsheets, graphs, charts, surveys etc. on behalf of the project team.
- Contribute to the overall effectiveness of the project by analyzing and identifying opportunities to improve the process in creating the standards of the Management System.
- Prepare, edit, and proofread various reports, templates, manuals, policies, and procedures, and ensure they are free of spelling and grammatical errors. Perform electronic filing and other clerical services for project staff.
- Develop and keep organized SharePoint, One Drive and MS Teams drives and documents.
- Support the project team to research, draft, create and distribute documents to assist in the change management process.
- Contribute to the development of new ideas to improve work processes.
- Work with Organizational Development in the development and administration of project related Learning Management System (LMS) modules.
- Update and assist in the development of corporate wide iCARE project systems, processes, programs, and procedures.
- Manage petty cash and coordinate the purchase of items necessary for project meetings.
- Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
- Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- Successful completion of Secondary School (Grade XII) Education, with some post-Secondary Education.

**Experience**:

- Minimum of two (2) years of responsible and related experience.
- Experience with Microsoft 365 including Outlook, OneDrive, Word, Excel, PowerPoint, SharePoint, Teams, Forms, Project required.
- Experience with PeopleSoft and a Learning Management System (LMS) is considered an asset.

**Knowledge Of**:

- Office administration practices and filing procedures.
- Strong keyboarding skills and a high proficiency with Microsoft 365 platform.

**Abilities To**:

- Handle multiple priorities and deadlines from multiple parties and can prioritize these competing tasks.
- Demonstrate organizational ability.
- Demonstrate skills and experience with minute-taking.
- Demonstrate interpersonal skills dealing with public, Employees, Councillors, outside groups and agencies.
- Perform in a fast-paced, multi-tasked and team environment with a demonstrated customer service focus.
- Demonstrate forward thinking and problem-solving skills.
- Ensure accuracy and attention to detail.

**Personal Suitability**:

- Mental and physical fitness to perform essential job functions.

**Language**:

- Excellent use of English; verbally and in writing.

**Leadership Competencies: Tactical Coordination and Direction
- Non Supervisory (I)**

**Competency**

**Competency Definition**

**Level**

**Level Definition**

**Shaping the Future**

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

**Delivering Business Results**

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work close



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