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Secretary 1, Facilities Management
4 weeks ago
**Opening Statement**
We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah
- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen-dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work on this land.
Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government. Kingstonians enjoy a high quality of life with access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.
**Position Summary**
**Please note this is a temporary position, covering full-time hours, for up to 9 months**
The Secretary I provides a full range of administrative support to the Facilities Management & Construction department.
This position provides accurate and timely services both internally and externally while ensuring effective and efficient customer service. The Secretary I is responsible for assisting with the administration of day to day activities for the Facilities Management department by maintaining documents and electronic files, supporting the budgeting process, and playing a central support role in various elements of the corporate security systems as well as departmental communications, procurement and financial management systems.
KEY DUTIES & RESPONSIBILITIES
Work within various databases, Computerized Maintenance Management System, Entrapass, AXIS, and others as required.
Utilize Financial Management System to create purchase requisitions and purchase orders, audit accounts payable and provide reports as required.
Responsible for the administration and coordination of procurement activities for the designated business unit including RFP’s, RFQ’s, etc.
Provide administrative support coverage for Facilities Management & Construction Services. Duties include; booking meetings, scheduling training, and updating calendars for the management team.
Input staff attendance, lieu time, mileage, and parking and provide reports as required.
Maintain and order office supplies and equipment.
Performs other duties as assigned.
**Qualifications, Competencies**
One (1) year certificate in general office, business administration or equivalent
Two (2) years’ experience working in an office environment
Experience using the corporate filing system (TRIM) preferred
Must demonstrate corporate competencies: Customer Focus, Results Orientation, Integrity, and Teamwork
**Skills, Abilities, Work Demands**
Strong communication skills both verbal and written
Experience with MS Office software (Word, Excel, PowerPoint, and Outlook) at an intermediate level
Proven team player, self-starter and ability to work with mínimal supervision
Ability to perform well in a busy office under high pressure and stressful conditions
Excellent interpersonal, organizational and customer service skills
Basic mathematic/accounting skills
Ability to interact with a variety of contacts using tact, diplomacy and integrity
Ability to work effectively as a team member
Must obtain and maintain a satisfactory Criminal Record Check (CPIC)
**Closing Statement**
Your resumé must demonstrate how you meet position requirements. Please upload to your profile any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position. We thank all who apply, however, only those selected for further consideration will be contacted. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
