This is a 12-18 month Full-Time Temporary Position.
Key Responsibilities Include:
Position Duties: • Responsible for the provision of administrative support services including but not limited to preparing correspondence and filing for the department. • Act as recording secretary to Department, Board or Committee meetings as directed. • Respond accurately to questions from the public regarding departmental matters, referring inquiries of a more complex nature to the appropriate supervisor or staff member. • Receive and record monies, prepare invoice requests and prepare departmental purchase orders. • Use a variety of time management tools including electronic calendars, to manage departmental tasks and appointments. • Maintain departmental statistics as required. • Assist with preparation of documents such as Contracts, Request for Proposals, Agreements, etc. • Maintain inventory control and distribution of office supplies for the department. • Additional department specific duties as per attached. • Maintain and update a procedure manual for the position. • Maintain departmental Health and Safety records. • Actively participate in Formal Workplace Inspections in area of responsibility. • Review pertinent Hazard Identification, Assessment and Control worksheets on an annual basis as required by the Municipal Health and Safety Program. • Follow all Safe Work Practices and Procedures. • Immediately report any unsafe conditions, potential work hazards or incidents to Supervisor. • Perform other duties as directed by the Supervisor. • Attend position related seminars as directed by the supervisor.
Department Additional Duties: Infrastructure & Planning • Provide senior administrative support and guidance in the drafting of Departmental documents, RFP, tenders, contracts, etc. • Manage the flow of documentation to and from the Department including recording, distributing and tracking documentation • Plan, coordinate and organize meetings, on behalf of the General Manager • Research and summarize findings and statistics as directed by the General Manager • Assist with the production of communication materials as per established communication protocols • Responsible for maintenance and control of departmental libraries • Preference will be given to applicants with post-secondary education
Position Requirements: • Grade Twelve Diploma or equivalent. Post-secondary diploma from an accredited business school or college would be an asset. • Must have the ability to produce and process various correspondence using advanced skills in word processing and spreadsheets applications whilst utilizing proper grammar, specialized vocabulary and terminology. • Able to produce positive results through interaction with others: open and considerate of the needs and views of internal and external partners. Work either independently or cooperatively with others. • Able to remain flexible and adapt to a variety of duties/responsibilities. • Able to perform consistently in a competent manner and be punctual, organized and focused. • Exceptional communications skills both written and verbal.