Administrative Assistant

**People, Place, Prosperity**:
**Job Profile**:
**What you will be doing**:

- Supports the City Clerk’s business and anticipates needs, takes initiative to obtain details and works independently. Drafts and edits material such as presentations, spreadsheets, graphics and reports (including dissemination of confidential information) as required. Provides administrative support to the City Clerk’s direct reports as required.
- Recognizes politically sensitive and/or confidential issues and brings matters to the attention of the City Clerk. Maintains professional discretion at all times and demonstrates the ability to triage concerns/issues and negotiates/facilitates schedule, reporting, and follow up.
- Assists with divisional business planning; ensures documents comply with city standards; and meets deadlines. Liaises and exchanges information with other departments and external parties. Provides support to the City Clerk (or designate) in preparing closed session Council Information.
- Working with the Supervisor of Information Management & Archives, assists with the processing and retention of all closed session materials including, but not limited to meeting minutes and reports.
- Participates in the annual divisional budget exercise and works with the City Clerk and budget analyst to find explanations for variances throughout the year. Works with the divisional project manager in preparing forecast change reports for capital budgets. Works with the divisional management teams in tracking and preparing budgets and reconciliations for all purchase card statements for the division and its service areas. Prepares and processes payment requests for the division and its service areas.
- Acts as support on special projects as identified; tracks project schedules, task deadlines, milestones, project reports, coordinates project meetings with stakeholders and liaises with consultants and service providers as directed by the project manager. Business analytics and reporting as required.
- Coordinates divisional records, updates the public website and internal intranet.
- Assists with the planning and coordination of the Municipal Election in accordance with the Municipal Elections Act, acts as an election lead prior to and during the election at the direction of the City Clerk and participates on the Election Team.
- Prepares Council motions/recommendations/letters and distributes to outside municipalities and designated recipients.
Provides administrative support and confidential services to maintain efficient operations of the section or division, including compiling and preparing correspondence, documents, and committee items.
- Takes formal minutes at meetings, including the Corporate Camera Compliance Team.
- Uses eScribe system to prepare and finalize Council Meeting Minutes.
- Receives, logs, and forwards claims against the City.
- Attends Council, and Budget meetings assisting with running presentations, vote taking, preparing scripts and other meeting materials.

**‎**:

- Arranges refreshments for Council/Budget meetings.
- Maintains the list of Registered Group Homes and processes new registrations and annual renewals.
- Researches and compiles informational materials from sources both inside and outside the office.
- Reviews finished materials for completeness, accuracy, format, compliance with City policies and procedures and AODA standards, including appropriate spelling, grammar, and punctuation.
- Responds to requests for information and refers requests from officials, customers, and public to appropriate staff members for resolution.
- Updates/maintains websites and intranet pages for the Corporate Services Department, as required.
- Provides general administrative support, as needed.
- Coordinates/assists new hire employee onboarding and training.
- Orders supplies and other materials for office and elections.
- Processes invoices for various divisions within Clerks department.
- Coordinates with division supervisors to complete semi-annual budget forecasting.
- Provides backup support to City Council and other office administrative staff.
- Prepares Council Meeting documents

**Education**:
College Diploma in Business, Project Management Coordinator, Executive Assistant Program, Administrative Assistant Program, Office Administration Executive Program.

**Experience and Knowledge**:
One to two years of progressively responsible and diversified administrative experience, including project coordination/management skills, Advanced MS Office skills, with a good understanding of financial principles. Public sector experience would be considered an asset.

**We will ask you for these items if you are hired**:

- Proof of your current and valid certificate(s) and/or educational qualifications.
- Worker Health and Safety Awareness Training certificate from the Ministry of Labour. (may be obtained post offer)

**Your compensation**:
This position is within Grade 2 of the Non-Union Salary Schedule and ha