Administrative Assistant, Facilities and Energy

7 months ago

Guelph, Canada The City of Guelph Full time

Why Guelph:
**What we offer**:
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

- Paid vacation days, increasing with years of service
- Paid personal days;
- Hybrid and flexible work arrangements;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.

Position Overview:
**Key duties and responsibilities**:

- Provide administrative support to the General Manager of Facilities and Energy Management through functions such as time and employee information management, coordinating travel arrangements, co-ordination of department activities and performing other related administrative functions.
- Deliver professional assistance to staff as well as external contacts - acting as the first point of contact in order to direct requests appropriately.
- Prepare agendas/minutes for meetings of the Facilities and Energy Management team including tier 1 capital projects, working/operating committees; attend meetings and coordinate follow up actions with staff both inside and external to the department.
- Undertake other additional tasks and responsibilities to support the Facilities and Energy Management team such as:

- departmental meeting management
- assist with the preparation of the departmental budget
- word processing, document editing, preparing spread-sheets and presentations, and communications
- status report tracking, expenditure tracking compliance issues, KPI’s and records management
- preparation of invoices as directed
- Perform other related duties as assigned.

**Qualifications and requirements**:

- Post secondary education in Business Administration or closely related discipline
- Experience providing administrative support to a senior manager.
- Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines.
- A self-starter with good problem solving skills.
- Excellent interpersonal, customer service and communication skills
- Highly professional with the ability to maintain a high level of confidentiality.
- Experience with Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Knowledge of the Occupational Health & Safety Act.
- Experience and/or knowledge of financial/work management software and databases such as JDEdwards, Kronos, WAM would be an asset.

**Hours of work**:
35 hours per week, 8:30 a.m. - 4:30 p.m., Monday to Friday. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

**Pay/Salary**:
Non-Union Grade 2: $31.85- $39.81 per hour

**How to apply**:

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