Administrative Assistant to The Directors of

4 months ago

Stratford, Canada City of Stratford Full time

**City of Stratford**:
**Administrative Assistant to the Directors of Infastructure Services & Building and Planning**:
**(External Posting)**:
**Job Posting#: 69-2024(e)**:
**Status: Permanent, Full Time**:
**Union/Non-union: Non-union**:
**Date Posted: August 23, 2024**:
**Annual Salary: $68,077 - $79,640**:
**Closing Deadline: September 4, 2023**:
**Department/Division: Infastructure Services & Building and Planning**:
**Location: On-Site (Stratford, ON)**:
**Duties**:
Reporting to the Directors of Infrastructure Services and Building and Planning Services. Provides confidential day-to-day administrative and clerical support to the Directors and the departmental management teams and other staff. Conducts research, prepares reports, handles confidential information and requests and provide support to the Directors in areas of expense and/or revenue processing, records maintenance, information distribution, budget monitoring and minuting. Plans and schedules meetings and appointments, coordinates events and trainings, organization and maintenance of paper and electronic files. Through the supervision of two (2) clerical positions, provides clerical and data entry support to the departmental divisions.

**Work Performed**:

- Make appointments, arrange meetings and maintain calendars for the Directors, including providing necessary background materials in advance of the meetings. This work includes agenda creation and minuting.
- Register, make travel arrangements, and review expense sheets for all departmental staff with respect to conferences, seminars and training activities. Coordinates in-house trainings as required.
- Maintain records of departmental staff timekeeping, and submit summaries to payroll. Referencing policies and collective agreements, supports provides information to managers and staff with respect to timekeeping (including attendance, vacation, and overtime) and various employee allowances.
- Supervise day-to-day administration of departmental receptions, water service order system including, work distribution, staff scheduling, hiring, performance management, training and development and public inquiries and complaints.
- Oversees records management for paper and electronic files, including ensuring document accessibility (as required by the AODA), maintaining filing systems, and destruction of documents in accordance with the City’s Records Retention By-law.
- Ensures departmental webpages are maintained with current information, and comply with accessibility requirements as stipulated by the AODA.
- Comply with all workplace Health and Safety Policies and Procedures including but not limited to: attend and participate in all H&S training and education activities; identify and report all H&S risks, accidents, incidents, injuries and damage and ensure all activities are carried out in a safe manner including the proper use of all assigned personal protective equipment.
- Perform other related duties as assigned.

**Qualifications**:

- Community College Diploma (2 year) in Office Administration.
- Minimum 1-3 years related professional experience.

**Specialized Skills, Abilities, Training, License, Memberships, or Certifications**
- JOMAR (water/sewer billing and collections), Great Plains, Microsoft Office Suite, Adobe Acrobat.
- Excellent written and oral comprehension and expression.
- Problem sensitivity/resolution.
- Creating and remediating accessible documents.

**Applications will be received until September 3, 2024 at 4:30 pm.**:
The City of Stratford is committed to building a culture where difference is valued. The more inclusive we are, the better our work will be on behalf of the community we serve. We are committed to continuously improving our systems, policies and practices to remove barriers, promote respect and ensure our employees, in all their diversity, can succeed. We encourage and welcome qualified applicants with a diverse range of perspectives, skills and lived experiences to apply.

**Accommodations** are available for people with disabilities throughout all stages of the recruitment process. Applicants should make their needs known in advance.

Personal information collected in response to this advertisement is collected under the authority of the Municipal Act, 2001 to determine eligibility for employment with the City of Stratford. Please direct inquiries to the Human Resources Department at 519-271-0250 x 336.

**Human Resources Department**:
City Hall, P.O. Box 818

Stratford, ON N5A 6W1

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