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Canada
City of Winnipeg Hiring For Clerk C – Administrative Assistant to the Director at Winnipeg, MB Full Time
Under the general supervision of the Executive Assistant to the Director, the Administrative Assistant manages scheduling, workflow, issue tracking and deadline control for the Director’s office. The Administrative Assistant participates on the Department Senior Management Team as recording secretary, and assists in the managing of day-to-day correspondence for the Director. Key areas of responsibility include management of the Report Information System, tracking claims, agreements and contract awards and the preparation and handling of correspondence as required. In addition, the Administrative Assistant provides research, analysis and special project support as required.
As the Administrative Assistant you will:
- Provide coordination, assistance and consultative services to Division Managers, Supervisors and colleagues within the Department.
- Manage the day to day administrative activities as they relate to work flow, direct and coordinate the flow of all incoming and outgoing communications, exercise deadline control, track report and correspondence between the Director and the department, other Civic departments, the Chief Administrative Officer, Mayor, committees and members of Council and outside agencies.
- Schedule, agenda control and record minutes at Manager’s meetings and other meetings, as required.
- Coordinate the submission of reports to the Director’s approval and submission to the Report Information System, Chief Administrative Officer, Chief Financial Officer, Director of Human Resources and/or Committees of Council by screening, reviewing and processing documents.
- Review all correspondence, agreements, and contract awards submitted to the Director’s Office for signature.
- Liaise on behalf of the Director/Department with the offices of the Mayor, Councillors, Chief Administrative Officer, Senior Management, Civic Administration and the general public on a variety of matters in accordance with policy and procedure.
- Develop and maintain ongoing knowledge of current issues being dealt with by the Department.
- Research, compile information and prepare reports and responses to various requests, both of a routine and confidential nature.
- Respond to calls or written requests for information or action and forwards to the appropriate information sources.
- Schedule and arrange various meetings for the Director and Department Senior Management.
- Review, develop or initiate improvements to policies and procedures where appropriate related to issues under the jurisdiction of the Director.
- Maintain policies/procedures manual.
- Participate, as required, in department and corporate project initiatives.
- Perform other related duties consistent with the classification, as assigned.
Your education and qualifications include:
- High school graduation supplemented with formalized training in business and office procedures, or an equivalent combination of training and experience. A post-secondary education such as a diploma or degree would be an asset (University, College or Business Administration program).
- Extensive experience in administrative support on an executive level.
- Demonstrated ability to type at 55 w.p.m. (net).
- Proficient, at an advanced level, in the use of contemporary software including, Word, Excel, Outlook, PowerPoint and new software as required.
- Demonstrated ability to work under pressure and ability to organize, multi-task, manage competing priorities and prioritize workloads and meet/manage deadlines.
- Must be well organized and able to undertake assigned responsibilities and special projects and be able to work collaboratively in a team atmosphere.
- Must be able to deal with highly confidential and sensitive matters in a professional manner, while working in an environment which has potentially stressful situations.
- Demonstrated ability to establish and maintain positive working relationships with employees at all levels of the organization, external contacts and the public, in accordance with the Respectful Workplace Standard.
- Demonstrated communication skills, both verbal and in writing.
- Ability to understand policy, procedure and delegation of authority regulations and provide interpretation of same to others.
- Demonstrated ability to exercise sound judgment and personal initiative while working with minimal supervision and direction.
- Ability to accurately and concisely record meeting minutes and discussions.
- Ability to problem solve, using a variety of interpersonal skills including initiative, creativity, organizational and self-directing.
- Ability to research and prepare comprehensive written reports, etc.
- Thorough knowledge of the operations and responsibilities of Water and Waste Department and of the City organization, as well as administrative policies and procedures would be an asset.
- Ability and willingness to develop new skills consistent with the classification.
Conditions of employment:
- The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant 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.
CORE COMPETENCIES FOR ALL EMPLOYEES OF THE CITY OF WINNIPEG:
- Citizen & Customer Focus
- Respecting Diversity
- Ethics and Values
- Integrity and Trust
- Results Oriented
