Applications are now being accepted for the temporary full-time Administrative Assistant in the Development Services Commission. To apply for this position, please submit your cover letter and resume online by July 18, 2025 www.markham.ca/careers.
Join us and make a lasting difference!
JOB SUMMARY
This position will report to the Development Services Coordinator and support the supporting the Economic Growth, Culture & Entrepreneurship department, as well as the Strategy & Innovation, and Heritage Teams. The position will be required to provide assistance to all staff when necessary. Demonstrated core competencies for the position includes but not limited to customer service, communication, teamwork, initiative/self-management, accountability, flexibility and adaptability.
KEY DUTIES AND RESPONSIBILITIES
Director's Office
- All administrative duties required to keep the Directors office running effectively and efficiently
- Schedule/Time management for Director
- Respond to requests from Commissioner, Chief Administrative Officer and Council with accuracy and confidence
- Understand departments workload and priority in order to organize Director’s schedule and daily activities
- Coordinate meetings, preparation of agendas and minutes for Director and Senior Managers meetings
- Process and track all incoming and outgoing mail for the Director
- Track, secure and compile all monthly reports, tracking measures, KPIs, etc. of incoming from staff for the Director
- Assembly and finalization of materials and documents for Director’s signature/approval
- Coordinate all Committee report/report briefing note deliverables and maintain updated file folders for Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams
Departmental
- Front line Customer Service for the Director and Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams
- Develop and update bi-yearly an emergency contact list of all Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams staff
- Coordinate the processing of approved invoices for VISA accounts for the Engineering Department
- Book and processing training/conference requests for Director, and all Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams staff
- Process and track invoices to be sent down for payment
- Process/track membership payments for all Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams staff
- Prepare and implement department policies and technical procedures
Administrative
- Perform daily duties independently with no supervision
- Proficient in administrative software
- Attend management meetings and update on Admin. issues and prepare agenda and minutes
- Coordination of the handling and response to Corporate Action items assigned to the Economic Growth, Culture & Entrepreneurship Department, Strategy & Innovation, and Heritage Teams.
Others
- Process Service Connection requests and payment of invoices when job complete.
- Consolidate, prepare, follow-up, update and send documents requiring value added input:
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- Office and staff space planning
- Project management dashboard reporting
- Performance metrics
- Department Business Unit Plan
- Abeyance List
- Development Services Committee Reports List
- Building Markham’s Future Strategic Plan Actions status updates
- Quarterly Capital Status Review
- Health and Safety Training
- ITS Requests
- Legal Circulations
- Development Services Commission Newsletter
- Web content author and editor
- All other duties as assigned
The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.
Please respect our scent free area by not wearing scented products when visiting the office.
REQUIRED SKILLS & COMPETENCIES
- Minimum of 3 years experience directly related to the Administrative Assistant or similar role that included supervisory/office management responsibilities. Administrative Experience associated with Senior Management environment is preferred.
- College Diploma in Legal Secretary or similar program is considered an asset.
- Has knowledge/experience in the operations and requirement in a Municipal Environment.
- Demonstrated ability to work with all levels of staff, elected officials and customers handling confidential and politically sensitive information.
- Ability to work concurrently on multiple projects/assignments and meet regular deadlines independently and in a team environment.
- Excellent communication, interpersonal, customer service, data entry and telecommunication skills.
- Ability to work on own initiative and to organize and coordinate multiple assignments.
CORE BEHAVIOURS
- Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
- Change & Innovation: Responds positively and professionally to change and helps others through change.
- Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
- Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
- Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
- Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example
Salary Range:$68,522.00 To $84,852.00 Annually
