Administrative Assistant, ARAO

Summary of Duties:

Reporting to the Director of Anti-Racism, Anti-Oppression (ARAO), the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties to support the City Manager’s Office. This position received day to day direction from both the Executive Assistant, City’s Manager’s Office and the Director, ARAO to support the Director or Division, as required. 

Work Performed:

• Receive visitors and phone calls to the ARAO Office; provide initial response and/or redirect inquiries for the Director, City Manager or Divisional staff.
• Process all mail for the ARAO Division or the City Manager’s Office and provide draft responses to routine inquiries. 
• Manage personal, confidential, and routine correspondence for the Director or Division and personnel matters as assigned within ARAO.
• Maintain and make available to the City Manager, Director or Divisional staff any manner of files, records or documents.
• Arrange meetings and appointments for the Director or ARAO staff and advise the Director and Senior Management employees of scheduling matters.  
• Prepare and distribute agendas and take minutes at meetings. Transcribe and type correspondence, reports, minutes and statements for the Director or City Manager and Senior Leadership Team.
• Perform a variety of confidential administrative functions including: process expenses, personnel and staff requisition forms; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required.
• Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
• Participate in various team projects related to the area.
• Book conferences, seminars, workshops, and staff training and make necessary travel arrangements as required. 
• Liaise with Councillors, consultants, community groups, external agencies, and senior levels of administration within and outside the Corporation to request and exchange information.
• Provide back up for other City Manager’s Office Executive Assistant and Administrative Assistant positions or support for the City Manager as required.
• Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment. 
• Act as the central contact point for the team for internal administration and external contacts.  Provides quality customer service by telephone, electronic mail and in person.  Engages in effective problem solving to respond to inquiries and complaints; directs complex issues to the appropriate management staff.
• Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
• Maintain divisional web pages. 
• Maintain and order supplies and forms for the ARAO Division or the City Manager.
• Perform related duties as assigned.
   

Qualifications:

• Two-year Community College Diploma in Office Administration – Executive or equivalent.
• Minimum four years of related senior administrative assistant capacity experience or an equivalent combination of education and related professional and lived community experience. 
• Experience in a municipal government environment an asset.

Skills and Abilities:

• Demonstrated ability to provide customer service in a high-volume environment.
• Excellent oral and written communication skills and excellent conflict resolution, interpersonal, organizational and time management skills. 
• Ability to stay organized in an environment requiring management of several priorities.
• Computer literacy in Microsoft Office, and related software and database applications such as JD Edwards and KRONOS.
• Initiative to work with minimal supervision.
• Good judgement and the exercise of discretion when dealing with confidential matters.
• Proven ability and initiative to work with minimal supervision and with the utmost discretion. 
   

Compensation & Other Information:

$58,770 - $76,401

This posting is for 1 permanent full-time position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid. Subject to change in accordance with business requirements.

These hours of work and work arrangements are subject to change in accordance with business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check.