Divisional Administrative Assistant, Planning and

Job Close Date:
**File Number**:1092
**Service Area**: Planning and Economic Development
**Division**: Administration - Planning & Economic Development
**Employee Group**: Local 101

**Job Type**: Full-Time Temporary (up to 2 years)
**Number of Openings**: 1

**Summary of Duties**:
Reports to the Coordinator, Administrative Services and Operational Improvement and supports divisions in Planning and Economic Development, working with divisional staff. Performs duties of administrative, clerical, and financial nature to support divisions in the service area.

**Work Performed**:

- Acts as the central point of contact for divisional units with the public, internal administration, consultants, and contractors. Provides quality customer service by telephone and in person, responds to inquiries and/or complaints, and provides general service area information of a wide-ranging nature.
- Coordinates meetings and appointments and makes various arrangements as needed. Receives and processes mail for the divisions in the service area.
- Acts as Site Coordinator for administration of corporate purchasing cards, completing monthly statements, data entry, and submission of documentation to Finance for reconciliation, on behalf of Managers.
- Provides information on office procedures and equipment and at times ensures office is opened/closed in a secure fashion.
- Communicates with external providers and vendors to facilitate supply orders and coordinate repairs.
- Processes and maintains a follow-up system for accounts payable, travel, convention, education, training and registrations for Managers.
- Takes minutes of meetings, transcribes, prepares drafts and types letters, reports, agendas and minutes. Processes, records and acknowledges receipt of written correspondence, where possible.
- Compiles weekly and monthly statistics and tracking systems for assigned program areas in various databases.
- Liaises and coordinates with Information Technology Services, Fleet and Facilities, Corporate Security and other divisions within the corporation to fulfill requests for computer software and hardware, office equipment, furniture, building maintenance, security, and other operational needs for divisional units.
- Under the direction of Managers, prepares and maintains files for correspondence and reports for City Council committees. Prepares drafts and assists with changing administrative and operational policies and procedures and updates division manuals, notices, orders, plans and staff listings as required.
- Assists with special projects and reports by gathering, compiling, organizing and presenting information.
- Assists with scanning, inventorying, and record management related tasks.
- Provides backup for other Divisional Administrative Assistants and related positions across Planning and Economic Development as required.
- Performs related duties as assigned.

**Qualifications**:

- Completion of a one-year Community College Certificate in Office Administration or equivalent.

**Experience**:

- One year of previous related experience in office administrative is required.

**Specialized Training & Licenses**:
**Skills and abilities in the following areas are necessary**:

- Demonstrated effective customer service skills.
- Ability to work independently with minimum supervision in a fast-paced environment with shifting priorities and timelines.
- Demonstrated attention to detail, ability to proofread documents, and excellent verbal and written communication skills.
- Accurate keyboarding skills are required.

**Compensation & Other Information**:
$39,153 - $56,877 (Level 6)

This posting is for 1 temporary full-time up to 2 years position.

This position is currently Under Review

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: Hybrid. Subject to change in accordance with business requirements.

**NOTE**: Applicants may be required to complete a job related test.

**Police Record Check**:
**As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.