Administrative Assistant - Kingston, Canada - City of Kingston

City of Kingston

Verified Company

Kingston, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Opening Statement
We acknowledge that the City of Kingston is situated on traditional Anishinabek (Ah
- nish-in-ah-bay), Haudenosaunee (Ho-den-o-show-nee) and Huron-Wendat (huron-wen-dat) territory and is the home of many Indigenous peoples. We are grateful to reside and work on this land.

Kingston is a smart, livable city in the heart of eastern Ontario. Its stable and diversified economy includes global corporations, innovative start-ups and all levels of government.

Kingstonians enjoy a high quality of life with access to world-class education and research institutions, advanced healthcare facilities, affordable living and vibrant entertainment and tourism activities.

Position Summary

Primarily based in the Heritage Services department, the Administrative Assistant additionally supports the Licensing & Enforcement Department until the end of 2023.

Commencing January 2024, the Administrative Assistant may support additional areas of the Community Services group.

The Administrative Assistant performs general office management duties and is essential in contributing to the overall efficiency and effectiveness of assigned departments, and is responsible for providing confidential administrative, technical, and logístical supports to the Director, Heritage Services and Director, Licensing & Enforcement.

The highest regard for confidentiality and diplomacy are required for all aspects of this position.

This position ensures the smooth operation of day-to-day business and personal matters and assists with various activities including budgeting and finance matters, researching, meeting logistics, delegating requests, and preparing and distributing correspondence within the departments.

The Administrative Assistant supports the overall success of departments and performs a variety of administrative support and coordination functions that are guided by the goals and objectives of the City's strategic plan, and committed to the City's mission, vision, values, and Council priorities.

KEY DUTIES & RESPONSIBILITIES

Provides administrative support and assistance to the departmental management teams, preparing confidential correspondence and reports, conducting research, arranging meetings, etc.

to support the efficient operations of the Teams.

Prepares regular draft correspondence, reports, legal documents, presentations and forms, summaries and information/statistical/financial reports
Records, prepares and distributes agendas and minutes, ensuring the quality of all outgoing material meets corporate standards
Schedules in person and virtual meetings, maintaining appointment schedules and composing routine correspondence from brief oral/written instructions for signature
Utilizes Cascade to ensure that departmental progress with respect to completion of strategic priorities is up to date
Organizes departmental meetings to ensure that the departmental workplans are up to date
Supports the preparation of Council and Committee reports, including report tracking, accessibility compliance, editorial review and compliance with formatting requirements and corporate templates

Maintains the department's confidential files and records, indexing, filing, retrieving and archiving files for storage in accordance with Corporate Records Management System and protocols to ensure files and records are easy to access and organized.

Organizes and maintains paper and electronic records/files/manuals
Maintains confidential employee appraisal/recruitment documentation
Attends confidential meetings, taking and maintaining notes
Oversees the file structures and file management of the department, including the use and implementation of office technology and software as well as the tracking of corporate priorities, Council motions and key projects in a centralized tracking software

Provides finance management support for the efficient operations of the Team.

Track time & attendance for teams
Facilitates staff inquiries on finance issues, verifying and relaying information, such as budget timing, ensuring confidentiality
Reviews internal documents submitted to the department for completeness prior to providing to the manager and follows up on incomplete documentation

Acts as a department resource on programs and services, advising other staff within and outside the department on procedural matters to support consistency across the organization

Other duties as assigned
Qualifications, Competencies
2 year diploma in office administration, business administration or related field

3 years of recent and related experience

Basic knowledge of corporate strategic planning process, annual budget process and financial reporting/forecasting

Experience taking meeting notes and preparing meeting agenda and items of correspondence

Experience with Microsoft SharePoint is preferred

Must demonstrate corporate competencies:
Customer Focus, Results Orientation, Integrity, and Teamwork
Skills, Abilities, Work Deman