Administrative Assistant, Automated Enforcement

**Job Description**:
**JOB TITLE**:Administrative Assistant, Automated Enforcement & Court Administration

**DEPARTMENT**:Legislative Services

**POSTING NUMBER**:106586

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35-hour workweek

**LOCATION**:Hybrid Model*- when working onsite, you will report to the location of 175 Sandalwood Parkway.

**SALARY GRADE**:2

**HIRING SALARY RANGE**:$58,307.00 - $65,596.00 per annum

**MAXIMUM OF SALARY RANGE**:$72,884.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:February 18, 2025

**CLOSING DATE**:March 4, 2025

**AREA OF RESPONSIBILITY**:
This role will act as a central support resource, assisting the management structure of the Automated Enforcement & Court Administration Division with day-to-day coordination and operational tasks to maintain efficient operations of the division. This position will provide an additional level of support, including research, analysis and communication on various special projects, as directed by the Automated Enforcement & Court Administration Leadership Team. This position requires independent decision-making, judgment and tact when handling sensitive information, as well as the ability to juggle competing priorities and work to meet deadlines. The qualified professional will be an organized, personable individual with a positive and proactive attitude, keen attention to detail and a customer service-oriented mindset.

**1.)**OPERATIONAL ACCOUNTABILITY**
- Provide administrative support to the Director, Automated Enforcement & Court Administration and Leadership Team, including preparation, review, processing and distribution of correspondence, briefing notes, meeting agendas, minutes, actions and presentations.
- Collaborate with the management team to support business initiatives, programs, processes, budget, procurement, staffing and projects.
- Manage the calendars of the Automated Enforcement & Court Administration and related logistics.
- Prepares correspondence on behalf of the Director, Automated Enforcement & Court Administration.
- Maintain files and confidential records of Automated Enforcement & Court Administration Division to ensure corporate compliance.
- Administer corporate purchasing card, petty cash reconciliation, request for travel and expense forms/reports, and sectional/ divisional time entry.

**2.)** LOGISTICAL SUPPORT**
- Prioritize correspondence and scheduling requests ensuring urgent matters and conflicts are addressed.
- Book and arrange meetings, conference and event attendance, resources, travel arrangements and amenities.
- Coordinate onboarding processes new employees, monitor job data for adjustments, and all employee data changes.
- Administer programs, projects and or processes specific to the operating unit and work to find and create efficiencies in existing processes.
- Support divisional leadership team in the preparation of the annual budget and monitor divisional spending to ensure it aligns with budget.
- Assist in reviewing various reports and provide insights to support the Director and divisional leadership team

**3.)**CUSTOMER SERVICE**
- Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
- Provide internal and external customer service by processing and responding to a variety of inquiries and service requests, while adhering to corporate practices and standards.

**4.)** COMMUNICATION & REPORTING**
- Research, prepare or assist with the preparation of divisional policies, procedures and reports.
- Responsible for the upload of reports to eScribe meeting/agenda system for the Automated Enforcement & Court Administration division’s council reports.
- Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
- Provide documentation support for disciplinary, grievance and performance matters.

**SELECTION CRITERIA**:
**EDUCATION**:

- Degree/Diploma in Administration, Management, or equivalent

**EXPERIENCE**:

- Minimum three years’ experience in an administration role preferably in public sector

**OTHER SKILLS AND ASSETS**:

- Knowledge or significant experience in business writing, proofreading, etc. with an emphasis on communication, coordination and administration
- Ability to review and organize data, identify key patterns, and prepare clear reports or summaries to aid decision-making.
- Supervisory experience and experience in a public or unionized environment is an asset
- Knowledge of municipal operations, including departmental and council proceedings considered an asset.
- Computer proficiency in Microsoft Office Suite, SharePoint
- Excellent communication skills, written and oral.
- Excellent time management and organizational skills.
- Exceptional analytical skills for complex problem solving
- **_Various tests and/or exams may be administe