Administrative Assistant - Guelph, Canada - The City of Guelph

The City of Guelph

Verified Company

Guelph, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About Our Organization:

When you join the City of Guelph, you join a team of 2000 full and part-time employees who deliver services the community relies on every day.

Together, we are bringing to life Guelph's vision of an inclusive, connected, and prosperous city where we look after each other and our environment.

As a regional top employer, the City of Guelph values its employees and offers competitive salaries, excellent benefit packages, opportunities for professional development, a healthy work-life balance, and many roles with flexible work options.

Our corporate values are integrity, service, inclusion, wellness, and learning.

Guelph is consistently ranked as one of the best places in Canada to live, work, and play—all good reasons to consider a career in this beautiful city.

Job Summary:
Resumes are being accepted for the position of

Your Role

Provide administrative support to Internal Audit, CAO Administration and the Strategic Downtown Revitalization and Strategic Property functions.
Identify opportunities to improve administrative and business support systems; research, develop, implement and monitor best practices and processes to optimize administrative systems.
Proactively create and maintain effective workflow and communications to support the work of the divisions; provide assistance using independent judgment to determine items that require priority attention.
Assist in the preparation of the departmental budgets, quarterly budget monitoring reporting, and reserve account chargebacks for all business units.
Coordinate all related steering committee meetings including scheduling of meetings, agenda preparation, consolidation and distribution of meeting materials, managing of action items, and managing virtual meeting requirements.
Support community engagement and consultation activities related to projects and activities Downtown, including securing venues; setting up and coordinating virtual meetings, issuing invitations, notices and mail circulations, managing registration and mailing lists, set up, minute taking, and assisting in the preparation/distribution of communications materials.
Prepare purchase orders, process invoices, employee reimbursements, and reconcile department charge card statements.
Provide administrative support throughout the course of an audit engagement that may include generating reports, reviewing documents, filing them in the correct electronic folders, and supporting the audit team with notifying and communicating with audit clients.
Coordinate administration of the quarterly audit follow up process.
Demonstrate responsibility for the handling of sensitive and confidential materials and matters.
Manage Council/Committee reports for the department ensuring staff reports are submitted to the City Clerk's Office and deadlines are met and coordinating updates to the Agenda Forecast system.
Monitor and order office supplies including printer supplies.
Other duties as assigned.

Qualifications

Experience in a municipal environment is preferred.
Excellent organizational and administrative skills with the ability to manage multiple tasks and priorities to meet deadlines.
Excellent interpersonal and customer service skills with the ability to deal with all levels of staff, internal and external stakeholders, and the general public courteously and efficiently.
A teamoriented person with demonstrable initiative and excellent attention to detail.
Ability to maintain strict confidentiality and integrity.
Experience with Microsoft Office 365 and Teams.

In keeping with our corporate value of Wellness, The City of Guelph recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees.

Where the work permits, employees will have the ability to participate in our Hybrid Work and our Flexible Time programs.

Rate
$30.92-$38.65

How to Apply

Monday, April 3, 2023. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered. Proof of qualifications will be requested at the interview stage.

The City of Guelph is an equal opportunity employer that values diversity in the workplace.

We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

If you require an accommodation in order to participate in the hiring process, please contact us to make your needs known in advance.

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