Position Summary

Key Duties & Responsibilities

• Monitor, maintain, and manage a tracking system for work unit service levels, deliverables, and activities, including social media, earned media, and other digital services.
• Compose, draft, edit, proofread, and format correspondence, memos, service request responses, media request responses, briefing notes, and reports.Update manuals and standards and circulate revised documents.
• Collect, assemble, and provide information packages, including files, reports, correspondence, research, and background materials.
• Attend meetings, take minutes, prepare follow-up correspondence, and track progress.Respond to requests for information or materials from internal and external stakeholders.
• Complete searches, input data, validate data, manipulate data, and generate reports and lists from programs and applications.
• Liaise with the management team and support branches throughout the City to transfer information, coordinate deliverables, and follow up on initiatives on behalf of Directors.
• Coordinate the flow of information and materials for meetings.
• Coordinate calendar appointments, meetings, events, boardroom bookings, and food and beverage arrangements.
• Input information and coordinate updates in planner or other determined project management tools.
• Triage incoming messages and requests received in person, by telephone, and by email for response and action.
• Develop, analyze, implement, and review administrative policies, procedures, and systems.
• Make logistical arrangements for meetings, events, travel, accommodations, and training and development activities.
• Oversee filing systems in accordance with corporate records management policies and procedures.
• Assist with preparation and verification of budget submissions and ongoing expenditure monitoring and variance reporting.
• Receive, process, verify, reconcile, and complete payment of invoices, including the coordination and tracking of purchase order restrictions.

Key Qualifications

• Completion of secondary school or equivalency plus completion of a recognized job-related certification in Office Administration, Business Administration, or a related field.
• Minimum three (3) years of previous and on-the-job progressive administrative and/or clerical experience.
• Knowledge of office administration processes and customer/client services.
• Knowledge of office management and municipal government protocols, policies, and procedures.
• Knowledge of branch operations and broader division/department functions.
• Knowledge of relevant collective agreements, bylaws, policies, procedures, legislation, and health and safety standards.
• Knowledge of job-related office productivity software, internet browsers and search engines, enterprise software, discipline-specific software, and technology devices.
• Ability to interact across a range of stakeholders with a focus on the provision of services and the exchange, collection, and dissemination of information.
• Ability to build and maintain relationships across business units and with external stakeholders.
• Strong organizational skills with the ability to prioritize office activities, adapt to changing circumstances, and meet deadlines.
• Ability to provide ideas and suggestions to improve work processes.
• Strong attention to detail when composing, drafting, editing, proofreading, and validating information and data.
• Ability to maintain confidentiality and respond appropriately to sensitive and challenging situations.

Working/Other Conditions

• Works in indoor office environment
• Exposure to stressful experiences/interaction with parties who are upset, angry, and/or emotionally charged