Executive Assistant, Department Head - Ottawa, Canada - City of Ottawa

City of Ottawa

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition ID: 10814

Department:
Transit Services Dept.

Employment Type: 1 Full-time Temporary - Up to 1 year

Work Hours: 35.00 /hours per week

Affiliation:
Non Union/Non MPE

Salary Information:
$65 379,86 - $76 496,42 annually (2023 rates of pay)

Location:
Transit Service, 1500 St.
Laurent

City:
Ottawa, ON

Job Category:
Administrative and Support Services

Application Close: 05/12/2023

Note:
Available to work evenings and weekends on an as required bases

JOB SUMMARY:

You are responsible for providing a wide variety of confidential administrative support services in support of a department head/General Manager.

You serve as a point of contact for client departments, senior managers, senior external contacts and members of City Council, providing an initial response to standard inquiries and directing non-standard inquiries as appropriate.

Duties and responsibilities also include conducting research and compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files, and coordinating the administrative processes.

EDUCATION AND EXPERIENCE:

Completion of 2 year community college diploma in Business/Office Administration or related field

Minimum of 4 years of clerical/administrative experience

KNOWLEDGE:

Relevant dispositions of regulations and legislation pertaining to the branch
Branch goals, objectives, policies and procedures
The City of Ottawa's departments and internal operational and administrative procedures and relevant contacts
General knowledge of MFIPPA regulations
Principles and practices of office management
Record keeping, filing and general office procedures
Database and records management practices
Information verification and basic statistical analysis techniques
Knowledge of applicable health and safety legislation, including the rights and duties of workers General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

COMPETENCIES, SKILLS AND ABILITIES:

Work independently and as a flexible and cooperative member of a team
Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
High level of competence in dealing with sensitive issues
Exercise independent initiative and establish priorities for own workload
Exercise sound judgment, discretion and a high degree of confidentiality
Interpret and explain rules, regulations and policies
Discretion and confidentiality
Make decisions on both routine and nonroutine problems Integrity, tact and good judgment.

WHAT YOU NEED TO KNOW

You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

The City of Ottawa provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre at , extension 47411.