Administrative Assistant, Community Services

Job title: Administrative Assistant, Community Services

Company: City of Brampton

Job description: Job Description

Exciting things are happening at the City of Brampton. Take a look at what employees are working

on related to our Term of Council Priorities moving us forward towards The Brampton 2040 Vision.

Administrative Assistant, Community Services

POSTING NUMBER: 103965

HIRING SALARY RANGE: $62,694.00 – $70,531.00 PER ANNUM

MAXIMUM OF SALARY RANGE: $78,368.00 PER ANNUM

AREA OF RESPONSIBILITY:

Reporting to the Commissioner, Community Services, this position is responsible to provide overall administrative support and financial coordination to maintain efficient operations of the Department and the Commissioner’s office.

KEY RESPONSIBILITIES

Operational

• Ensures quality customer service by prioritizing requests, directing calls and enquiries from Members of Council, the public and staff as appropriate for resolution.
• Assists in the supervision of the Administrative Assistants to the Directors and provides them leadership and training to ensure cohesiveness across the divisions including departmental practices and processes, deadline adherence, communication to staff, organizing staff events, ensures appropriate coverage for workload and vacation, as needed.
• Works cooperatively with Administrative Assistants to the CAO, Corporate Leadership Team and Mayor and Members of Council.
• Participates in the Departmental Leadership Team to collaborate with Directors to support departmental initiatives.
• Through communication with department management and administrative assistants, coordinates the content and creation of Community Services Departmental sites ensuring information is pertinent, timely and current. Communicates with staff in various capacities to ensure open lines of communication.
• Liaison between departmental and corporate staff and the Commissioner.
• Develops and implements new tools and methods for the continual improvement and efficiency of practices and processes.
• Main point of contact for communicating information to departmental staff.
• Maintains knowledge of City policies and procedures, Standard Operating Procedures and collective agreements to respond to staff inquiries.

Financial

• Administers the budget for the Commissioner’s Office, including office administration expenses.
• Administers corporate purchasing card and petty cash.
• Coordinates Office Administration services including office supplies, courier, armoured car and cable.
• Provides departmental point of contact for various administrative functions including Fire Safety Team coordination, security access card liaison, mobile acquisition, emergency management team and PeopleSoft liaison.

Administrative

• Provide executive level confidential administrative support functions for the Commissioner, Community Services
• Provides confidential administrative support for Community Services managerial staff as required.
• Manages the calendar of the Commissioner between multiple city facilities; books and arranges meetings, conferences, event attendance, resources, travel arrangements, large departmental staff meetings and amenities.
• Responsible for Non-Union time entry for direct reports to the Commissioner’s Office and back up other division Administrative Assistants for their non-union groups.
• Ensures that all departmental reports to Council are entered into Agenda.net, reviewed and approved according to set corporate deadlines, assists and follows up with staff as required.
• Responsible for preparing Department Leadership Team meeting agenda, documentation and taking and distribution of meeting minutes (including action items).
• Prepares standard correspondence, reports, e-mails, presentations and other related materials as required.

Additional

• Performs special assignments and additional related duties as assigned.
• Works independently.

SELECTION CRITERIA:

• Post-secondary Certificate in Executive Office Administration or equivalent experience.
• Minimum three years’ experience in a business administration role, preferably in public sector.
• Supervisory experience as well as experience in a public or unionized environment as asset.
• Knowledge of municipal operations, including departmental and council proceedings as asset.
• Advanced user of office software packages including Microsoft Office Suite, SharePoint, PeopleSoft (financials and HRMS).
• Excellent communication skills, written and oral.
• Excellent time management and organization skills.
• Exceptional analytical skills for complex problem solving.
• Must be able to work in fast pace, high stress environment
• Must be able to multitask

***Various tests and/or exams may be administered as part of the selection criteria***

Job status: Permanent

Job Type: Management and Administration

Applications must be received by: February 1, 2021

Alternate formats will be provided upon request. #LI-DK1

If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference # 103965 by February 1, 2021 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

The City is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you require any accommodations at any point during the application and hiring process, please contact TalentAcquisition@brampton.ca or 905.874-2150 with your accommodation needs, quoting the job opening ID#, job title. Any information received relating to accommodation will be addressed confidentially.

Expected salary:

Location: Brampton, ON

Job date: Thu, 21 Jan 2021 23:41:25 GMT