Administrative Assistant

**Title: Administrative Assistant - Contract up to 1 year**

**Department**:Management

**Supervisor**: Chief Executive Officer

**Employee Group**: Non-Union (NUME)

**Job Grade**: **2**

**Hours: FT - 35 hours per week (including day and occasional evening and weekends) - Contract up to 1 year**

**Job Summary**

The Administrative Assistant is responsible for confidential administrative support of: the Guelph Public Library Board, the CEO and the Management team.

All employees are required to:

- Promote the Guelph Public Library Mission Statement
- Provide exemplary customer service
- Cultivate a healthy and safe workplace

**Duties**

**A. **Board Support**
- Organize, prepare and distribute to the Board and Committee: agendas, minutes and reports
- Maintain and update content on the GPL Board website
- Organize and attend Board and Committee meetings, special events and programs
- Maintain a positive working relationship with the GPL Board
- Facilitate communications between the GPL Board, CEO, and the community

**B. **Administrative Support**
- Provides administrative support for the CEO, Managers and Board Members, maintaining a high regard for confidentiality
- Schedule, plan and assist with the organization of various events including but not limited Library Board meetings, management meetings etc.
- Organize, prepare and distribute correspondence, including letters, reports, minutes, and documents as required.
- Coordinate travel arrangements and conference registrations for GPL staff participation in conferences, workshops and meetings in consultation with the CEO and Directors.
- Provide basic research and benchmarking
- Coordinate vendor management within the facilities under the direction of the CEO and Directors.

**C. **Other**

**1. **Finance**
- Receive, verify, code and prepare invoices for approval
- Maintain ledgers and accounts
- Receive, verify, code, and prepare petty cash invoices for approval
- Facilitate communication between GPL and the City of Guelph Finance Department

**2. **Human Resources**
- Assist the HR Department with payroll and other duties
- Assist in the organizing of employee events and staff development programs
- Process requests for remuneration of expenses from Staff and Board members

**3. **Other**
- Assist in maintaining:
i. an inviting and orderly library environment

ii. prompt and efficient customer service at all service desks
- Perform other duties

**Reporting Relationship**

The Administrative Assistant reports to the CEO

**Qualifications**

**A. **Education**

**B. **Experience**
- A minimum two years of administrative experience with related work including preparing reports, writing minutes and agendas plus organizing meetings and events

**C. ** **Skills**
- Advanced level of proficiency in Microsoft Office
- Advanced keyboarding skills
- Excellent organizational and office administration skills
- Ability to learn systems and procedures in a timely manner
- Demonstrated knowledge of board procedures, protocols and minute taking
- Excellent interpersonal skills and ability to handle sensitive and difficult issues in a confidential manner
- Exceptional verbal and written communication skills in a variety of communication channels
- A self starter with good problem-solving skills
- Ability to prioritize work load and be committed to excellent customer service

**D. **Other**
- Confidentiality, diplomacy and the ability to work accurately on a wide variety of projects with regular interruptions is essential
- Ability to work independently and co-operatively on a team
- Ability to perform light physical work, bend, reach and lift up to 25kg
- A valid Class G driver’s license and access to a vehicle is an asset
- A change agent, able to successfully initiate and evaluate trends and services in a 21st century public library

**Reasonable accommodations are available upon request, to enable individuals with disabilities to perform the essential functions of the job.**

**Job Type**: Fixed term contract

**Salary**: $50,000.00-$69,000.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday