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Administrative Assistant

5 hours ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Department**: Office of the Mayor
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Permanent Position - Bilingual (English/French)

**Affiliation**: Non Union
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: Ability to work flexible hours, including evenings and weekends
**Range of Pay**: Group 7 - $2,134.30 to $2,514.40 bi-weekly

**The start date will follow the selection process.**

**Main Function**: Provide confidential administrative and secretarial/scheduling services to the Mayor.

**Characteristic Duties**: Under the general direction of the Chief of Staff to the Mayor.

1. Co-ordinate and attend meetings as requested by the Mayor; provide logístical support and assemble appropriate background, history, procedures, etc.; making notes on proposals and discussions for the Mayor.
2. Act as administrative liaison within and outside the Office of the Mayor as may be required in exercising delegated responsibilities and follow-up as appropriate.
3. Liaise with community groups concerning proclamations, flag raisings and special presentation and/or recognitions.
4. Identify, recommend, and implement changes in administrative procedures in the Section. Assist staff with the setup of new procedures; test, review and refine as appropriate.
5. Compose various correspondence and undertake varied special or confidential administrative tasks as may be assigned by the Mayor or Chief of Staff.
6. Act as Recording Secretary at various meetings, as required. Prepare agendas, assemble background material, take and transcribe minutes.
7. Type confidential reports, manuals and various documents and ensure they are free of spelling and grammatical errors and that all appropriate personnel receive copies.
8. Monitor incoming telephone calls, visitors, public enquiries, responding with required information and/or directing same to appropriate sources.
9. Responsible for all travel arrangements for the Mayor and Chief of Staff; ensure all expense claims are processed.
10. Liaise with Deputy Mayors, Councillors and senior staff on a daily basis.
11. Assist the Chief of Staff to the Mayor in organizing major civic and special events (e.g., Regal and Vice-Regal visits, CGS Council Inaugural Meetings, civic official openings and special events).
12. Responsible for all payroll exception reports; maintain attendance records and annual vacation schedules.
13. Assist with the maintenance of an effective filing and information retrieval system.
14. Responsible for processing the payment of invoices; maintain an accurate account of cost centres; provide monthly reports.
15. Provide backup relief for other office staff during periods of vacation, overload or absence.
16. Responsible for maintenance of adequate office supplies and authorize all purchase orders within budget limits.
17. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
18. Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- Successful completion of Secondary School (Grade XII) Education.
- Successful completion of the AMCT Municipal Administration Program is an asset.
- Administrative Assistant Diploma or a Diploma in Journalism, Marketing or Communications from a Community College an asset.

**Experience**:

- Minimum of four (4) years of related experience in a senior secretarial position.

Knowledge Of:
- Demonstrate proficiency using MS Word, Excel, PowerPoint and other computer administrative programs.
- Social Media tools.
- Communications processes and procedures.

**Abilities To**:

- Demonstrate high level of competency in typing, taking dictation and transcription.
- Demonstrate organizational ability.
- Demonstrate interpersonal skills in dealing with the public, elected officials, staff and outside groups and agencies.
- Demonstrate use of judgement, diplomacy and tact in dealing with people.
- Work with mínimal supervision with a high degree of accuracy and with a collaborative approach.
- Work independently and on a team.
- Maintain confidentiality.

**Personal Suitability**:

- Mental and physical fitness to perform essential job functions.

**Language**:

- Excellent use of English; verbally and in writing.
- Excellent use of French; verbally and in writing.

**Other Requirements**:

- May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.

**Leadership Competencies**:
**Tactical Coordination and Direction
- Non Supervisory (I)**

**Competency**

**Competency Definition**

**Level**

**Level Definition**

**Shaping the Future**

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and