Administrative Assistant - Greater Sudbury, Canada - City of Greater Sudbury

City of Greater Sudbury
City of Greater Sudbury
Verified Company
Greater Sudbury, Canada

4 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description

Section:
Organizational Development, Safety, Wellness and Rehabilitation

Division:
Human Resources and Organizational Development


Department:
Corporate Services


Initial Reporting Location:
Tom Davies Square


Job Status:
Contract position


Estimated Probable Duration:
Two (2) years


Affiliation:
Non union


Hours of Work: 70 hours bi-weekly


Shift Work Required:
No


The start date will follow the selection process.

Position eligible to work remotely:
To be determined


Main Function:
Provide confidential administrative support and secretarial services to the iCARE Project.


Characteristic Duties:

Under the general supervision of the Manager of Organizational Development, Safety, Wellness and Rehabilitation or the Health and Safety Project Lead on the iCARE project team.


  • Provide confidential administrative support to staff on the iCARE project team.
  • Act as the first point of contact for the project team. Respond to routine employee inquiries directing individuals to the proper authority for information.
  • Schedule iCARE project meetings including project team, advisory group and working group meetings. Compile and formulate agendas for all iCARE project meetings, attend meetings, and take minutes.
  • Assist with communicating project requirements to all involved and ensure deadlines are identified and met.
  • Compose, transcribe, and type routine correspondence for project members.
  • Work with communications staff to maintain relevant CityLinks and the Over To You pages.
  • Develop and create PowerPoint presentations, excel spreadsheets, graphs, charts, surveys etc. on behalf of the project team.
  • Contribute to the overall effectiveness of the project by analyzing and identifying opportunities to improve the process in creating the standards of the Management System.
  • Prepare, edit, and proofread various reports, templates, manuals, policies, and procedures, and ensure they are free of spelling and grammatical errors. Perform electronic filing and other clerical services for project staff.
  • Develop and keep organized SharePoint, One Drive and MS Teams drives and documents.
  • Support the project team to research, draft, create and distribute documents to assist in the change management process.
  • Contribute to the development of new ideas to improve work processes.
  • Work with Organizational Development in the development and administration of project related Learning Management System (LMS) modules.
  • Update and assist in the development of corporate wide iCARE project systems, processes, programs, and procedures.
  • Manage petty cash and coordinate the purchase of items necessary for project meetings.
  • Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  • Perform other related duties as required.

Qualifications:


Education and Training:


  • Successful completion of Secondary School (Grade XII) Education, with some postSecondary Education.

Experience:


  • Minimum of two (2) years of responsible and related experience.
  • Experience with Microsoft 365 including Outlook, OneDrive, Word, Excel, PowerPoint, SharePoint, Teams, Forms, Project required.
  • Experience with PeopleSoft and a Learning Management System (LMS) is considered an asset.

Knowledge Of:


  • Office administration practices and filing procedures.
  • Strong keyboarding skills and a high proficiency with Microsoft 365 platform.

Abilities To:


  • Handle multiple priorities and deadlines from multiple parties and can prioritize these competing tasks.
  • Demonstrate organizational ability.
  • Demonstrate skills and experience with minutetaking.
  • Demonstrate interpersonal skills dealing with public, Employees, Councillors, outside groups and agencies.
  • Perform in a fastpaced, multitasked and team environment with a demonstrated customer service focus.
  • Demonstrate forward thinking and problemsolving skills.
  • Ensure accuracy and attention to detail.

Personal Suitability:


  • Mental and physical fitness to perform essential job functions.

Language:


  • Excellent use of English; verbally and in writing.
**Leadership Competencies: Tactical Coordination and Direction

  • Non Supervisory (I)**
    Competency

Competency Definition

Level

Level Definition

Shaping the Future
Innovation


Take a creative approach to problems or issues, "think outside the box", go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions


Delivering Business Results
Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one's area

Customer/Citizen Focus

The desire to work close
More jobs from City of Greater Sudbury
See all jobs of City of Greater Sudbury