Councillor's Administrative Assistant, Ward 4
3 weeks ago
Req ID: 24400
Vacancy Type: Permanent
Contract Duration: until Nov 14, 2026
Number of Positions: 1
Closing Date: 12/11/2023
**Job Summary**:
Under the general direction of the Councillor and functional guidance of the Councillor’s Executive Assistant the Administrative Assistant, Ward 4 will carry out the daily duties of the Council Office.
This position is eligible for the following benefits: Three Weeks Vacation, Two Personal Paid Days, Extended Health Care (Vision, Prescriptions, Paramedical, etc), Dental Care, Basic Employee Life Insurance, Accidental Death & Dismemberment, Optional Life Insurance, Optional Critical Illness Insurance and eligible to elect to join the OMERS Pension Plan.
**Duties and Responsibilities**:
- Ensure the Councillor is relieved of all administrative details as it relates to the day-to-day running of the office.
- Assume primary responsibility for the review, distribution, and response to all incoming correspondence and telephone inquiries to appropriate staff member.
- Forward inquiries, which are not routine or general, to Executive Assistant for follow-up and action.
- Drafting correspondence on behalf of the Councillor (written).
- Updating and maintaining spreadsheets and databases, and data entry.
- Photocopying, opening and distributing mail, and other general clerical duties.
- Maintaining and updating the Councillor’s contact list.
- Budget monitoring experience required.
- Working knowledge in a Windows environment with experience in the Internet and web posting and social media postings and website creation/maintenance.
- Attend and assist in the organization of events.
- Liaise with other Councillors, Councillors Assistants, senior management, other government officials, constituents and community representatives as required.
- General office support activities with the Councillor’s Executive Assistant.
- May undertake other activities consistent with the requirements of the Councillor’s office, such as attending site visits, meeting with constituents and representing the Councillor as required.
- Required to prepare social media posts and communication pieces for the Councillor.
**Skills and Qualifications**:
- Post
- secondary education with two to five years’ experience in an administrative related position is required.
- Minimum of 3 years of experience working with elected official is highly preferred.
- Knowledge of the City sufficient to obtain information in response to constituent questions and issues and to refer constituents.
- Knowledge of the mandate and structure of Council and its committees is highly preferred.
- Knowledge of office systems and procedures.
- Energetic, motivated and a self-starter.
- Deal effectively with time frames and deadlines, and work effectively under pressure.
- Deal effectively with people under circumstances where the other party can be highly irate and unreasonable.
- Strong ability to multitask and take on a variety of assignments.
- Organize, prioritize and manage tasks and responsibilities toward timely completion, adjusting priorities as required.
- Ability to maintain composure in stressful and difficult situations.
- Ability to demonstrate a high level of tact and diplomacy when dealing with constituents, other Councillors, senior management, different levels of government, etc.
- Excellent written and oral communication and listening skills.
Hourly Rate/Salary: $31.75 - $42.34 (Based on Salary Grade C $ 57,786.00 - $ 77,051.00)
Hours of Work: 35
Work Location: Civic Centre
Organization Unit: M&C/Councillor's Office - W4
Department/Division/Section: CMO/City Manager's Office, M&C/Mayor's Office, Councillor's Office
Non-Union/Union: Non Union
All personal information is collected under the authority of the Municipal Act.
We are an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.
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