Job Description

Overview

Reporting to the Departmental Associate 4, Community Social Development, the Departmental Associate 2 plays an important role in supporting the department to advance a range of initiatives and actions that respond to the diverse social needs of the community. This is an opportunity for a highly organized and detail-oriented administrative professional to support a collaborative team working on Council-approved strategies, plans, and projects.

In this role, you will prepare, review, edit and refine a wide range of time-sensitive and high-profile reports, memoranda and correspondence for internal and external audiences. You will also provide valued administrative support to the Director, Managers, Program Managers, and departmental staff, while coordinating the processing and tracking of materials that help move key departmental priorities forward.

Examples of key responsibilities include, but are not limited to

• Typing, editing, proofreading and formatting time-sensitive and high-profile reports, memos, correspondence and data for internal and external distribution and publication.
• Providing administrative support to the Director, Managers, Program Managers as well as to the other departmental staff members.
• Processing & tracking of reports, memos, and general correspondence related to a broad range of Council-approved Strategies and Plans and departmental projects and initiatives.
• Timekeeping for staff including accurately entering time, running queries, and checking and correcting errors to timesheets and entry.
• Maintaining records management system.
• Composing letters, memos, emails and other correspondence to a wide variety of internal and external clients.
• Scheduling and organizing meetings including initiating communication, coordinating internal and external participant schedules, preparing materials, developing agendas, minute taking and other duties as required.
• Creating and posting departmental materials on the intranet and monitoring the accuracy of departmental website content.
• Credit card reconciliation.
• Tracking and distributing departmental and project related invoices.
• Liaising and providing information and assistance to a variety of internal and external contacts.
• Participating in continual improvements to systems and processes in a fast paced, ever-changing, technology-driven environment.
• Ordering and maintaining office supplies.
• Processing incoming and outgoing mail and preparing mail outs.
• Performing other related duties as required.

Knowledge, Skills & Abilities

• Knowledge of business English, spelling, grammar and punctuation.
• Ability to communicate clearly and professionally both verbally and in writing.
• Ability to compose, edit, proofread and format various types of correspondence, reports and presentations with a high level of accuracy and confidentiality.
• Ability to work independently and as part of a team with minimal supervision.
• Ability to understand and carry out oral and written instructions with a high degree of independence and accuracy.
• Ability to prioritize workload to achieve timelines; perform multiple tasks simultaneously; work well under pressure; problem-solve; and deal with stressful situations with professionalism in an open-concept and fast-paced office environment.
• Ability to demonstrate strong organizational skills, to deliver high volumes of work within established deadlines and provide accurate and effective results.
• Ability to exercise diplomacy, confidentiality and sound judgement.
• Ability to respond to internal and external customers by providing excellent customer service and assistance in person, telephone and email.
• Ability to maintain effective working relationships with internal and external work groups.
• Ability to use software applications including Microsoft Outlook, Word, Excel, and PowerPoint; Adobe; PeopleSoft HCM and REDMS at an intermediate to advanced level; ability to update website content.
• Ability to successfully clear a Police Information Check.

Qualifications and Experience

Completion of grade 12 or equivalent, supplemented by courses in office administration or software programs and one (1) to two (2) years of related clerical experience, or an equivalent combination of training and experience.