Reports Coordinator, PGM

Requisition ID: 19498

Department: Planning, Development & Building Dept.

Service: Business & Technical Support Services

Branch: Business Support Services Branch

Employment Type: 1 Full-time Temporary - Up to 1 year

Work Hours: 35.00 hours per week

Affiliation: CUPE 503 Inside/Outside

Salary Information: $59, $69,209.14 annually (2024 rates of pay)

Location: City Hall,110 Laurier Avenue West

City: Ottawa, ON

Job Category: Planning and Infrastructure

Application Close: 31/10/2025

JOB SUMMARY

The Business Support Services (BSS) Branch is responsible for providing business support through a centralized branch that consolidates and streamlines the delivery of specialized business supports and services. The Project Management Office provides a central coordination and integration point for key departmental initiatives and projects, and acts as a centre of expertise for project management processes.

You are responsible for providing the desktop publishing and word processing associated with all reports prepared by the department for all Standing Committees and City Council; coordinating the report approvals process between several departments; maintaining an extensive tracking and filing system for all documents produced; updating branch Procedures Manuals; and providing additional support of an administrative nature to the department

EDUCATION AND EXPERIENCE

Completion of Grade 12 plus 1 year post-secondary education in office administration

Minimum of 3 years of related office/administrative experience with advanced word processing, graphics and desktop publishing experience

KNOWLEDGE

• Office and corporate administrative procedures
• Advanced word processing skills
• Excel software at the intermediate level
• PowerPoint software
• Web publishing software (Drupal) and accessible documents software (CommonLook Office, CommonLook PDF and Adobe Pro)
• Knowledge of the Advanced Legislative Agenda;
• Various features of fax machine and photocopier to level of simple troubleshooting and for the coaching of others
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Ability to enter and retrieve data from computer systems is required
• Demonstrated ability to exercise judgment and apply time management skills
• Demonstrated strong interpersonal skills/abilities required to deal effectively, efficiently and positively with all external and internal work-related contacts
• Demonstrated ability to operate general office equipment: word
• Demonstrated ability to deal with high volumes of reports
• Demonstrated ability to organize work, set priorities, work independently and as a member of a team
• Demonstrated ability to use Microsoft Office Technology at the intermediate level for Excel and PowerPoint, and the advanced level for Word
• Demonstrated ability to use Drupal, CommonLook Office, CommonLook PDF and Adobe Pro at the intermediate level.
• Set-up and maintain filing systems, electronic
• Demonstrated ability to proofread and edit documents processed, generate computerized reports
• Display initiative, reliability, flexibility, good judgment skills and discretion on sensitive issues
• Able to work in an environment of changing priorities and multiple demands
• Discrete and confidential in the handling of politically sensitive information
• Develop a general understanding of planning issues
• Clear communication skills
• Problem-solving skills
  Organizational skills/time management skills

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.

Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the Employee Service Centre at extension 12211 or via email at esc-