Administrative Assistant

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 senior administrative assistance to the Guelph Junction Railway including financial and business support; assisting with the management of staff’s schedules/calendars, coordinating travel arrangements and performing related administrative functions.
- As directed, assist with the preparation of reports, correspondence and presentation materials (ie. Council reports, funding programs, etc); responsible for the preparation of agendas/minutes, coordination of follow up actions, word processing, mail and document handling/filing.
- Coordinate the preparation, monitoring and administration of the department budget and expenditures for all units; prepare purchase orders, accounts receivable/payable, petty cash.
- Budget analysis and tracking for multiple operating and capital accounts.
- Issue and manage invoicing of third parties.
- Assist with the planning and coordination of special events including business tours, presentations, open houses, and committee meetings.
- Assist with the development of funding proposals and the management of funding contracts
- Monitor the department’s annual business plan, budgets and milestones and report on variances.
- Deliver professional assistance to clients, potential investors and other internal/external contacts; acting as the first point of contact directing requests appropriately.
- Provide administrative coordination for major departmental projects and preparation of the yearly operational plan.
- Maintain and manage Guelph Junction Railway’s records management system
- Perform other related duties as assigned.

**Qualifications and requirements**
- Experience in providing administrative support to senior management.
- Experience processing invoices and monitoring departmental budgets.
- 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, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality.
- Excellent communication skills with the ability to prepare reports and presentations on behalf of the department.
- Ability to handle sensitive and confidential information.
- Experience with Microsoft Office (Word, Excel, Powerpoint and Outlook).
- Knowledge of the Occupational Health & Safety Act.
- Experience with JDEdwards, WAM, FMW, and graphic and web content authoring software would be considered an asset.
- Experience providing administrative support in a public sector or municipal environment is an asset.
- Knowledge of Transport Canada railway rules and regulations an asset.

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

**Pay/Salary**
Non Union Grade: 2 $59,696.00- $74,620.00

**How to apply