Administrative Assistant, Operations

2 weeks 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;
- 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 routine administrative support to the General Manager of Public Works including the handling of sensitive and confidential matters
- Effectively manage the General Manager’s schedule and activities
- Research, compose and prepare correspondence, reports and presentations as required
- Assist in the composition and preparation of media relations materials and presentations
- Coordinate meetings with community stakeholder groups, occasionally engage in preliminary discussions with stakeholders to clarify issues to determine priority and the required level of General Manager involvement
- Independently and appropriately direct internal/public requests for departmental service
- Anticipate, identify and manage emerging issues and challenges
- Recommend organizational or procedural changes affecting administrative activities
- Attend meetings, transcribe and distribute minutes and follow up on actions assigned to staff
- Maintain professional, effective and co-operative liaison with peers throughout the organization, representatives of other municipalities, the private sector and the general public
- Complete special projects and other duties as assigned
- Perform other related duties as assigned.

**Qualifications and requirements**
- Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment and meet stringent deadlines.
- A self-starter with good critical thinking and problem-solving skills.
- Excellent oral and written communications skills along with experience in Accessibility for Ontarians with Disabilities (AODA) requirements, and public report development.
- Excellent interpersonal and team skills and deliver exceptional customer service both internally and externally.
- A high level of professionalism and be flexible in adapting to change.
- Ability to respect and maintain a high level of confidentiality with sensitive issues.
- Advanced skills with Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Ability to support departmental leadership in coordinating and monitoring departmental budgets.
- Experience providing administrative support in a public sector or municipal environment is an asset.
- Experience with JD Edwards and WAM would be an asset.
- Knowledge of the Occupational Health & Safety Act.

**Hours of work**
35 hours per week. The primary shifts will be Monday through Friday between 8:00 am to 4:00 pm; however, some flexibility will be required to attend meetings and support various initiatives.

**Pay/Salary**
Non-Union Grade 2: $32.80 - $41.00 per hour

**How to apply

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