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Administrative Support Specialist, Finance

2 months ago

Delta, British Columbia, Canada City of Delta Full time

Job Summary

The City of Delta is seeking a highly organized and motivated Administrative Support Specialist to provide administrative support to the Finance Executive offices. The successful candidate will be responsible for managing all workflow through the General Manager and coordinating workflow among department managers.

Key Responsibilities

  • Manage all workflow through the General Manager and coordinate workflow among department managers
  • Anticipate needs in the department and for the General Manager by connecting and making sense of diverse information arising from multiple sources
  • Prioritize and coordinate the General Manager's schedule
  • Coordinate meetings and timelines between the General Manager and their direct reports and/or stakeholders
  • Receive and organize communications, including telephone calls, mail, and email messages, and use independent judgment to determine items requiring priority attention
  • Provide excellent and timely customer service to both external and internal customers
  • Maintain and oversee department Council reports, addressing concerns and problem-solving with appropriate staff, prior to General Manager review and approval
  • Coordinate and attend meetings, including creation and distribution of accurate and timely agendas and minutes, presentation material preparation, arranging meeting logistics, taking minutes, and completing follow-up actions
  • Manage the Department filing system, which consists of historic paper records and electronic records, to ensure consistent retention and efficient record management
  • Research, prepare, and process clear, concise, detailed briefing material, reports, and letters for the General Manager, elected officials, and others as required
  • Work with the General Manager to develop and manage the business plan and operating budget for the General Manager's office
  • Manage special projects and/or participate in various corporate initiatives as required by the General Manager
  • Anticipate, identify, and manage emerging issues and challenges
  • Independently and appropriately direct internal/public requests for departmental service
  • Maintain electronic tracking and records of invitations and customer complaints and inquiries
  • Provide ongoing administrative support for the General Manager and Directors

Qualifications

The ideal candidate will have the following:

  • A minimum of five (5) years of progressive high-level office experience, plus a post-secondary certificate in Business Administration or an equivalent combination of education and experience
  • Proficiency in MS Office suite (Outlook, Word, Excel, PowerPoint, Visio, and Publisher)
  • Municipal experience and/or Local Government Management courses are an asset
  • Ability to anticipate needs and take initiative
  • Experience handling senior levels of government, business, residents, and local associations and related issues
  • An ability to maintain a high degree of ethics, discretion, and confidentiality; exercising tact, courtesy, and diplomacy in handling sensitive issues
  • Strong organizational, interpersonal, and communication (both written and oral) skills are essential
  • Strong relationship-building skills, with a focus on achieving both departmental and City goals and objectives
  • Self-motivated to meet deadlines with the ability to manage changing priorities
  • Valid Class 5 BC Driver's Licence