MINJobs posting: Administrative Assistant
March 28, 2024
Municipal Information Network

Administrative Assistant

Organization:
Municipality of Clarington
Region:
Ontario
Application deadline:
Aug 19, 2022 before 16:00
  This job posting has expired
Type:
Full time
Category:
Office administration
Description
We are an equal opportunity employer

The Municipality of Clarington is a progressive employer committed to equity, inclusion and diversity within its community and organization. We are committed to building an inclusive and barrier-free environment for our team.

We are pleased to accommodate individual needs in accordance with the Accessibility for Ontarians with Disabilities Act, 2005, within our recruitment process. If you require accommodation at any time throughout the recruitment process or in performing your position should you be selected please contact the Human Resources Division at careers@clarington.net.

Who we are

Clarington is one of eight municipalities in Durham Region. With a population of 105,000 people and growing, Clarington offers residents a blend of city living and rural charm. The corporation is made up of six departments that report through to the Chief Administrative Officer.

The Municipality of Clarington is an equal opportunity employer and a great place to build a career. We value teamwork, diversity and offer an environment where staff can grow and pursue advancement opportunities while making a difference to the community.

What the role entails

Reporting to the Director of Public Works, this role supports the Director in the carrying out of their duties.

The successful candidate will be a highly organized, self-starter that will play a key role in assisting with the preparation, coordination and reporting on the department’s performance and customer service indicators, budget, and work plans. This position oversees and supports all administrative duties in the office, including supervision of clerical staff.

Responsibilities

The following responsibilities and duties of this position includes but is not limited to:

  • Administering departmental records including personnel, scheduling, financial reporting, and general office administration.
  • Supporting the Director and the Management Team by undertaking a variety of administrative duties including calendar coordination, meeting management, document creation, preparing reports and memos, taking minutes, financial reporting, maintaining records and the organization of applicable Committee and Council reports and memos.
  • Organizing and monitoring the department’s budget and workplan.
  • Leading departmental administrative projects and serving as the departments lead representative for corporate administrative projects as necessary.
  • Coordinating collection of records for Freedom of Information (FOI) responses.
  • Reviewing, investigating and preparing responses for formal departmental complaints.
  • Assisting with the compiling of statistical data/information and identifying process improvement opportunities.
  • Effectively responding to inquiries, calls, emails, and other correspondence with clear prioritization in terms of importance and urgency. 
  • Coordinating departmental public communication activities including website content and the departmental newsletter (e-update).
  • Developing and maintaining office services and operations, including staff policies and procedures.
  • Assisting the Director with sensitive correspondence and documentation.
  • Providing guidance and direction to administrative staff.
  • Ongoing evaluation of administrative processes, identifying opportunities for efficiencies;
  • Liaising on behalf of the Department with the Mayor’s Office, Members of Council, and all levels of the corporation.
  • Other duties as assigned.
Requirements

Qualifications

The successful candidate will possess:

  • Post-secondary graduate in office management or a related field, or possesses the equivalent combination of education, qualifications, skills and work experience to the satisfaction of the Director of Public Works.
  • A minimum of two (2) years of experience, preferably in municipal or regional government.
  • Exceptional attention to detail, organizational skills, proof-reading skills, customer service, communication, and interpersonal skills.
  • Experience with assisting in the preparation, monitoring and maintenance of a budget for the department’s administrative requirements.
  • Experience working in a confidential capacity.
  • Experience and highly proficient with electronic file management systems (e.g., SharePoint), management programs (e.g., ADP Workforce Now, Laserfiche, FMW Web, eScribe, AMANDA and Versatile); the successful applicant will need to be a super-user, able to build queries, create reports and assist other users.
  • Advanced knowledge in internet and data research/compilation, Microsoft Office applications, and Adobe Professional, including the ability to create accessible documents under the AODA Act, 2005.
  • Experience with assisting in the preparation, monitoring, and maintenance of a budget for the department’s administrative requirements
  • Experience and skill in leading administrative projects and identifying administrative process improvement opportunities.
  • Demonstrated ability to build and maintain effective working relationships with all levels of staff and external parties.
  • Displays a high degree of tact, judgment, discretion, diplomacy, and professionalism;
  • Ability to work autonomously and be a self-starter.
  • Ability to work under pressure while balancing a wide range of activities and priorities with little or no supervision.
  • The ability to learn new computer applications.
  • Completion of the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) Municipal Administration Program (MAP) and/or other designations would be considered an asset.
  • Must be legally able to work in Canada.

What we offer you

  • Salary: $68,922 to $83,776 - Grade 4 of the 2021 Non-Affiliated Salary Administration Program (this position is subject to Pay Equity review).
  • A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.

Additional information and requirements

Pre-employment testing for this position may include written and oral testing, to assist in determining the successful applicant. A passing score will be considered to be 70% on each test with the highest score considered in the award.

Prior to starting the position, the successful candidate must provide, at their own expense, a current (within the last 180 days) satisfactory criminal reference check, from a Canadian Police Information Centre. Applicants who have been employed with the Municipality within the last year and have provided a criminal reference check within the last 365 days are exempt from providing another criminal reference check.

The Municipality of Clarington requires new employees to be fully vaccinated against COVID-19. Valid exemptions pursuant to the Ontario Human Rights Code will be assessed on a case-by-case basis. If contacted for an employment opportunity and you require accommodation under policy H-37 – Workplace COVID-19 Vaccination, please contact humanresources@clarington.net for additional information. Please note that resumes should not be sent to this email.

How to apply

To view this position and to submit your application online, please visit www.clarington.net/careers. Applications will be accepted until Friday, August 19, 2022 at 4:00 p.m.

This job competition number is File # 124-22

We thank all applicants for their interest. However, only those under consideration will be contacted.

Privacy

Applicant information is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act for the purpose of evaluating the applicant. Questions about this collection should be directed to the Director of Legislative Services by calling 905-623-3379.

Salary & Benefits
  • Salary: $68,922 to $83,776 - Grade 4 of the 2021 Non-Affiliated Salary Administration Program (this position is subject to Pay Equity review).
  • A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.
 From the same category : office administration