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Administrative Assistant, Financial Planning
2 weeks ago
The City of London has implemented the Anti-Racism and Anti-Oppression (ARAO) division with the mandate to create and sustain action-focused, positive, and lasting systemic change in the City of London so that race or membership in an equity-denied group does not predict one’s access to opportunities or ability to engage whole heartedly in the London community. To learn more about The City of London’s commitment to Anti-Racism and Anti-Oppression, visit the ARAO website.
The City of London wants you to #JOIN THE TEAM. Visit our career webpage to learn more about London and the Top Reasons to work for the City of London.
**Title**:Administrative Assistant, Financial Planning & Policy**:
- Job Close Date: Feb 04, 2025
**File Number**:
- 2010**Employee Group**:
- Mgmt Non Union**Service Area**:
- Finance Supports**Division**:
- Financial Planning and Business Support**Job Type**:
- Full-Time Permanent**# of Openings**:
1
**Summary of Duties**:
Reporting to the Director, Financial Planning and Business Support, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties to support the Financial Planning & Policy section.
**Work Performed**:
- Handle and prepare all manner of correspondence, reports, educational requests, and memberships for the Director, Financial Planning & Business Support and Financial Planning & Policy team including those of a confidential nature related to collective bargaining, corporate & divisional personnel matters, etc. Maintain follow-up on outstanding matters.
- Perform a variety of confidential administrative functions including: employee and labour relations matters, process personnel and staff requisition forms for the Financial Planning & Policy team; maintain records on staffing and personnel matters, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.
- Arrange meetings, maintain service area shared calendar and advise the Director/Managers of scheduling matters.
- Book conferences, seminars, workshops and staff training and make necessary travel arrangements.
- Assist with the Corporation’s debt issuance, budget development, budget public engagement and budget monitoring processes as assigned.
- Format reports including compliance with relevant accessibility standards, take reports from draft to final stage, provide input and identify opportunities for improvements to report presentation.
- Act as the central contact point for the team for internal administration and external contacts. Provide quality customer service by telephone, electronic mail and in person. Engage in effective problem solving to respond to inquiries and complaints, direct complex issues to the appropriate management staff.
- Act as a Site Coordinator reconciling monthly VISA transactions of the Financial Planning & Policy team in the banking software, ensuring all receipts provided are appropriate and sufficient for supporting the transactions.
- Assist in arranging payment of all invoices and generating invoices (receivables) as required.
- Coordinate all staff onboarding and off boarding processes for the team.
- Maintain and update the area’s internal phone directory, and team organizational charts and distribution lists.
- Monitor the team’s completion of required corporate training and advise the management team accordingly.
- Responsible for ongoing maintenance of the area’s process documentation, including coordinating the regular review and updating of this documentation.
- Responsible for regular monitoring of the area’s supply inventory and coordinating the ordering of supplies as required.
- Track and monitor equipment, software licenses, and office furniture replacements, including working with Information Technology Services for any discrepancies.
- Work collaboratively with other members of the Financial Planning & Business Support team and broader Finance Supports team on divisional and corporate initiatives as assigned.
- Ensure that corporate standards (e.g. AODA) are implemented and reflected in the area’s work.
- Provide assistance throughout the Service Area. Provide coverage to other Administrative Assistants in the Service Area as required.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
- Perform related special projects and duties as assigned.
**Qualifications**:
- Completion of a two-year Community College Diploma in Office Administration - Executive or equivalent.
- Minimum four years of related senior administrative experience or an equivalent combination of education and related professional and lived community experienc
