Administrative Assistant

Job Number:

J

Position Title:

Administrative Assistant

Department:

Office of the City Clerk

Appointment Status:

Full-Time Temporary

Employee Group:

Management

Job Category:

Administrative Support / Clerical

Compensation:

$60, $78,485.00/Year

St. John's is a progressive city with a strong connection to the past and a positive outlook on the future. As one of the oldest cities in North America we have a unique history, but we are also a growing city with the needs and opportunities of a modern urban population. The City of St. John's is committed to recruiting world-class talent and expertise to join our City staff, more than 1200 strong, who provide a vast array of valued services to the residents of St. John's and the metropolitan area. If you are an innovative thinker with a positive attitude and a commitment to quality, we want you to help us make St. John's a city where people want to live and feel they belong.

This position provides administration support for the Office of the City Clerk.

This is a temporary position until March 5, 2027 with the possibility of extension.

• Primary point of contact at the main reception area, providing information and/or assistance to Council, staff and the public in person, by phone, and via email.
• Assist with preparation and management of records, perform data entry, and oversee mail distribution.
• Provide administrative support to the City Clerk and other staff as needed, ensuring timely and accurate completion of tasks.
• Process all departmental invoices and requisitions using Workplace and/or other software as necessary, in compliance with financial procedures.
• Coordinate and schedule Protocol Events.
• Support the planning and execution of Civic Functions.
• Act as Clerk for Assessment Review Court and Civic Improvement Appeals (data entry, scheduling, record tracking and management, minute taking, etc.)
• Review, process and track all room usage requests for the Foran/Greene Room and Wyatt Hall.

The successful applicant will be required to participate in all training programs applicable to this position and other related work. The above statements reflect the general duties considered necessary to describe the principal functions of the job identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

Education: Graduation from High School and completion of an Office Administration diploma or comparable education.

Experience: Five (5) years' work experience in an administrative role of similar complexity and accountabilities. Must possess excellent communication skills, both written and oral. In-depth knowledge of Microsoft Office suite (including, but not limited to, Word, Excel, PowerPoint and Outlook). Strong organizational and analytical skills. Ability to deal with people in a professional, tactful, and diplomatic manner. Must have attention to detail and the ability to coordinate with internal and external stakeholders. Must have the ability to multitask in a fast paced environment and maintain strict confidentiality.

An equivalent combination of education and experience acceptable to the City may be considered.

Monday - Friday

9:00 a.m. - 4:30 p.m.

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interview will be contacted. The City of St. John's does not accept applications in person, by email, fax or mail. Applications will be received up to 12:00 Midnight (Newfoundland Standard Time) on closing date.

This City of St. John's is an equal opportunity employer and is committed to the employment of a qualified workforce which reflects the community's diversity.

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