Under the general supervision of the Manager of Water Services, the Administrative Assistant provides a broad range of administrative and secretarial support services for the Manager and the Division Administrative Team of the Water Services Division. The Administrative Assistant is responsible for organizing work flow, establishing and maintaining effective and efficient systems for reports, correspondence, and issues tracking; priority identification and deadline control; scheduling of meetings and appointments, taking of minutes during meetings, screening and referral of incoming inquiries and requests, information gathering and compilation and preparation of routine correspondence and drafting of standard reports. In addition, this position supervises other junior clerical staff providing a range of administrative support to the Division. The Administrative Assistant uses considerable initiative, discretion, and judgment in undertaking the duties and responsibilities of this position.
The accuracy and detail of information recorded in meetings and included in reports, as well as deadline control, are critical components of this position due to the regulatory/reporting requirements from Provincial agencies.
As the Division Administrative Assistant you will:
- Provide a broad range of administrative and secretarial support for the Manager of Water Services and Water Services Administrative Team.
- Provide support to the Manager and Division related to Divisional projects.
- Provides supervision / leadership, expertise and guidance to junior clerical staff.
- Assist in maintaining and monitoring of Financial and budget related data for the Division.
Your education and qualifications include:
- High School graduation supplemented by post-secondary education in business and office procedures, or an equivalent combination of education and experience.
- Minimum three years’ experience in an administrative capacity.
- Demonstrated ability to manage workflow, identify and manage deadlines, develop and maintain administrative processes that support day-to-day operations.
- Ability to plan and coordinate the Manager’s schedule and manage email.
- General knowledge of budgets, bookkeeping, and financial reporting.
- Ability to supervise junior clerical staff.
- Demonstrated proficiency with the Microsoft Office Suite of products (Word and Excel at an advanced level, Outlook, and PowerPoint).
- Proficiency using the OWAM / Synergen work order system.
- Ability to work with other computer systems, such as PeopleSoft for reporting on data related to finance, safety, etc.
- Demonstrated ability to take notes/meeting minutes accurately.
- Demonstrated ability to create written responses to inquiries as well as proofread, edit, and recommend changes to administrative reports.
- Thorough knowledge of the Water Services Division structure, protocols, procedures and by-laws is required.
- Thorough knowledge of Civic Service, Inter-Departmental relationships would be an asset.
- Demonstrated ability to communicate effectively, both orally and in writing.
- Demonstrated interpersonal skills, including the ability to deal with difficult or stressful situations.
- Ability to handle confidential and sensitive information and to exercise the utmost discretion in providing information to others.
- Demonstrated ability to handle multiple tasks simultaneously, to prioritize activities, and to be able to change focus from one activity to another.
- Ability to make a positive contribution within a team environment and to work effectively through others.
- Demonstrated ability and initiative to undertake assigned responsibilities and special projects with minimal supervision and to exercise sound judgment.
Conditions of employment:
- The successful candidate must maintain legal eligibility to work in Canada. If the successful candidate possesses a work permit, it is their responsibility to ensure the permit remains valid.
- A Police Information Check satisfactory to the employer will be required from the successful candidate, at their expense.
