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Office Administrative Coordinator
2 months ago
Job ID : 2305
Openings : 1
Jurisdiction: Out of Scope
Division: Office of the City Clerk
Branch: Deputy City Clerk
Location Name : Regina, Saskatchewan, CA
Type of Posting: Internal & External
Employment Type : Term up to 12 months
Annual Salary: $44, $59,426.00
Core Job Purpose
The role of Administrative Support is crucial in providing coordination, logistical, and administrative services to enhance departmental efficiency. Responsibilities include organizing appointments, scheduling meetings, managing correspondence, recording minutes, responding to telephone inquiries, and maintaining filing systems.
Key Responsibilities
The ideal candidate will exhibit proactivity, exceptional organizational skills, and a strong service orientation. This position serves as a vital link between team members within the Office of the City Clerk and City Council members. Key functions include:
- Delivering comprehensive administrative support to ensure effective office operations.
- Implementing processes to guarantee priority services are executed according to established service standards.
- Engaging with key stakeholders to achieve corporate objectives and contribute to significant outcomes.
The Office of the City Clerk operates in a dynamic environment with numerous competing priorities. Administrative Support must excel in organization and responsiveness to the needs of both the office and City Councillors. A high level of professionalism and judgment is essential in prioritizing tasks and managing multiple responsibilities. Digital proficiency and adaptability to changing circumstances are critical for meeting deadlines and handling work volume.
Customer Service and Communication
The successful candidate will be dedicated to providing exceptional customer service while fostering strong relationships. Responsibilities include:
- Managing and coordinating meeting schedules and appointments.
- Assembling information packages, including files, reports, and correspondence.
- Providing logistical support by confirming meeting spaces, preparing agendas, and distributing materials.
- Responding to information requests from internal and external parties.
- Maintaining effective communication across various departments.
Documentation and Record Keeping
Responsibilities also include:
- Preparing necessary background materials and files, attending meetings to take notes, and drafting follow-up correspondence.
- Composing and proofreading general correspondence, reports, and other documents.
- Assisting in maintaining the office filing system.
Additional Requirements
The successful candidate may be required to obtain a satisfactory criminal record check and provide proof of education. Additional assessments may be conducted to evaluate competencies, knowledge, skills, and abilities.
The City of Regina is committed to fostering a respectful, collaborative, and inclusive workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates to apply.
