Administrative Unit Secretary

3 weeks ago

PointeClaire, Canada Ville de Pointe Claire Full time

Pointe-Claire is a city with a population of 34,000 located along Lac Saint-Louis and forming part of Greater Montreal. Recognized for its lifestyle, Pointe-Claire also has a distinctively rich architectural and historical heritage and provides services of outstanding quality to its population. Dedicated to the life of its citizens, the City's mission is to ensure that the quality of its social, cultural and economic environment is maintained for citizens today as well as future generations.

**Description**:
Reporting to the Director - Inspection and public security, the jobholder performs a variety of administrative, clerical and general support tasks for departmental staff, including: calendar management; telephone communications; customer service; and translation, drafting and transcribing correspondence and other documents in English and French.

**Departmental mission**:
Contribute to citizens’ quality of life by enforcing Pointe-Claire by-laws and protecting Pointe-Claire territory with integrity and vigilance.

**General responsibilities and goals**:
The jobholder’s main responsibilities are as follows:

- Receive and review incoming mail and forward it appropriately.
- Draft routine correspondence.
- Perform error-checking on outgoing correspondence.
- Track documents and follow up on deadlines, reminding the persons concerned as necessary.
- Receive, make and redirect telephone calls; welcome visitors; obtain and give out available information.
- Type various texts based on his or her notes.
- Keep the calendar of her or his direct manager.
- Make travel arrangements for her or his direct manager (transportation, accommodations, cash advances, expenditure reporting, etc.).
- Make material preparations for meetings and convene them.
- Attend meetings, take note of the proceedings and write reports or draft minutes.
- Collect and compile data from various sources.
- Perform various other secretarial and simple writing tasks; operate standard office equipment (photocopier, fax machine, calculator, etc.).
- Perform any other related task.

**Job requirements**:
The applicant must hold a vocational diploma in an appropriate study program. Two (2) years of experience in a similar position are required for this job.

Other requirements:

- Bilingualism and a good knowledge of English and French grammar
- Knowledge of Word, Outlook, Excel and Kronos
- Well-developed organizational skills
- Interpersonal and customer service skills
- Knowledgeable in drafting minutes, in typing and formatting documents, and in general office and secretarial work practices

**Schedule**:
35 hours per week

For the period between Thanksgiving and the first (1st) Monday of May: Monday to Friday inclusively, 8:30 a.m. to 4:30 p.m., minus one (1) hour for lunch.

For the period between the first (1st) Monday of May and Thanksgiving: Monday to Thursday inclusively, 8:00 a.m. to 4:30 p.m., minus forty-five (45) minutes for lunch; Friday, 8:00 a.m. to noon.

**Footnote**:

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