Administrative Assistant

2 weeks ago

Guelph, Canada The City of Guelph Full time

About Our Organization:
When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment.

As a regional top employer, the City of Guelph values its employees and offers competitive salaries, excellent benefit packages, opportunities for professional development, a healthy work-life balance, and many roles with flexible work options. Our corporate values are integrity, service, inclusion, wellness, and learning. Guelph is consistently ranked as one of the best places in Canada to live, work, and play—all good reasons to consider a career in this beautiful city.

Job Summary:
**Hours of Work**:
35 hours per week, 8:30 a.m. - 4:30 p.m., Monday to Friday. Occasional evening and/or weekend work may be required.

**Your role**:

- Provide administrative support to the IT General Manager, Managers, and the Information Technology department.
- Set up onboarding and tasks for new employees including full time, contractor, and students, as well as offboarding for employee resignations and retirements.
- Track and support IT management with annual renewals, contracts and software subscriptions.
- Prepare or assist with preparation of documents/presentation/minutes.
- Provide event management support as requested (e.g. organize lunches, dinners, on-site/off-site social collaboration, etc.).
- Enhance departmental administrative standards, processes, procedures, and policies.
- Maintain organizational knowledge relating to the responsibilities and functions of different departments and key individuals.
- Perform purchasing tasks at the direction of department management.
- Oversee and manage IT billing and invoicing following monthly trends and raising any anomalies to appropriate IT owners.
- Support the Information Technology department in managing and meeting corporate reporting and KPI deadlines.
- Work with IT leaders to monitor and maintain the documents and information on Information Technology’s internal web sites with a continuous improvement mindset.
- Assist IT Management team with preparation and coordination of the departmental budget.
- Anticipate, identify and manage emerging issues and challenges.
- Research, compose and prepare high quality correspondence, reports and presentations.
- Perform other duties as assigned.

**Qualifications**:

- Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet deadlines.
- Knowledge and understanding of procurement processes.
- A self-starter with good problem-solving skills.
- Excellent interpersonal, collaborative and customer service skills and ability to respect and maintain a high level of confidentiality.
- Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
- Ability to handle sensitive and confidential information.
- Experience with Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Experience with JDEdwards, WAM, FMW, UKG workforce central and graphic and web content authoring software would be an asset.
- Experience and knowledge of Information Technology would be considered an asset.

In keeping with our corporate value of Wellness,
_T_
- he City of Guelph recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. Where the work permits, employees will have the ability to participate in our _Hybrid Work
_ and our _Flexible Time
_ programs_
- . _

**Rate**:
Non-Union Grade: 2 $57,964.69- $72,455.87

**How to apply**:
**Wednesday, February 14, 2024**. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.

The City of Guelph is an equal opportunity employer that values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

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