Divisional Administrative Assistant

7 days ago

London, Canada City of London Full time

**Summary of Duties**
Reports to the Managers (II) and provides support to the Managers in the Division and works in conjunction with the other divisional staff. Performs duties of an administrative, clerical, and financial nature to support the services of the Division.

**Work Performed**
Acts as the central point of the Divisional unit for the general 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.

Prepares correspondence, agendas, and minutes, coordinates meetings and appointments, maintains division and makes travel arrangements. Receives and processes all mail for the Division.

Maintains security card activation list for Citi Plaza staff.

Acts as coordinator for administration of Visa Purchasing Cards, recording monthly statements on financial institution software, and submits claims to Finance for reconciling on behalf of the Managers within the Division.

Processes and maintains a follow-up system for accounts payable, travel, convention, educational, training and registrations for the Managers within the Division.

Takes minutes of meetings, transcribes, prepares drafts and types letters, reports, agendas and minutes. Processes, records and acknowledges receipt of written correspondence, where possible.

Orders office supplies, liaises with service personnel for office equipment, provides training in office procedures and equipment.

Communicates information to external and internal suppliers and providers for supplies and repairs.

Compiles weekly and monthly statistics and tracking systems for assigned program areas in various databases.

Liaises with Information Technology Services Division anticipating computer software and hardware needs for the Division.

Under the direction of the 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 in the development and implementation of special projects through research and administrative support.

Operates standard office equipment, including personal computer.

Provides backup for other Administrative Assistants I and II positions, as required.

Performs related duties as assigned.

**Qualifications/Experience**
Two-year Office Administration - Executive Diploma (or equivalent) from a Community College

One year of related experience.

**Specialized Training & Licenses**
Demonstrated proficiency in wordprocessing, spreadsheets and various software.

Typing speed required is 60 w.p.m.

Excellent verbal and written communication skills.

**Compensation and Other Information**
$36,834 - $53,508 (Level 6)

Current hours of Work: Monday - Friday from 8:30am - 4:30pm

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

Job Reference: COL01240

  • Divisional Administrative Assistant

    6 days ago

    London, Canada City of London Full time

    **Summary of Duties** Reporting to the Director, London Regional Employment Services, the Divisional Administration Assistant provides support to the Managers in the Division, and works in conjunction with the other divisional staff. Performs duties of an administrative, clerical, and financial nature to support the services of the Division. **Work...

  • Divisional Administrative Assistant, Housing and Community Growth-c06109

    4 hours ago

    London, Canada City of London Full time

    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...

  • Administrative Assistant, Arao

    4 days ago

    London, Canada City of London Full time

    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...

  • Administrative Assistant

    2 weeks ago

    London, Canada London Health Sciences Centre Full time

    **Job Overview** We are seeking a detail-oriented and proactive Administrative Assistant to join our Paediatric Plastic Surgery team. This role will be for an administrative assistant to multiple surgeons. The applicant should have a strong interest in patient relations and managing paediatric patients and their families. The role will be a 1-year term...

  • Administrative Assistant, Financial Planning

    1 week ago

    London, Canada City of London Full time

    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...

  • Business Assistant

    2 weeks ago

    London, Canada Workplace Safety and Insurance Board Full time

    Provide program support and assistance to the supervisor and his/her team in the resolution of multi-faceted issues as related to front line services, staff issues as well as across the WSIB. Coordinate and manage the budgeting process on behalf of the supervisor and monitor, analyze and report on monthly, quarterly and biannual actuals versus forecast...

  • Fleet Administrator

    4 days ago

    London, Canada Vworx Full time

    **Voyago is hiring a Fleet Administrator in London, Ontario!** **Your Role** Reporting to the Manager, the Administrator, Fleet Services is responsible for completing various paperwork pertaining to work orders, and other tasks as assigned. **Primary Responsibilities** 1. Administration - Enters vendor invoices into MIR - Verifies and closes repair...

  • Financial Operations Assistant

    4 days ago

    London, Canada City of London Full time

    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...

  • Administrative Assistant, Financial Business Support

    1 week ago

    London, Canada City of London Full time

    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...

  • Financial Business Administrator

    6 days ago

    London, Canada City of London Full time

    **Summary of Duties**: The Financial Business Administrator assists in the management of the Division, providing financial and administrative support to various Service Areas. Additionally, the Financial Business Administrator advises or directs financial operations or financial reporting areas, manages a team of employees, and completes related projects...