ADMINISTRATIVE ASSISTANT Full-time Job

POSTING DATE:  May 15, 2024

CLOSING DATE:  May 22, 2024

 

AREA OF RESPONSIBILITY:

 

Reports to Coordinator, Business & Projects, this role will act as a central support resource, assisting the management structure of the Recreation Division with day-to-day coordination and operational tasks to maintain efficient operations of the division. This position will provide an additional level of support, including research, analysis and communication on various special projects, as directed by the Recreation Leadership Team. This position requires independent decision-making, judgment and tact when handling sensitive information, as well as the ability to juggle competing priorities and work to meet deadlines. The qualified professional will be an organized, personable individual with a positive and proactive attitude, keen attention to detail and a customer service oriented mindset.

 

 

1. OPERATIONAL ACCOUNTABILITY

 

• Provide administrative support to the Director, Recreation and Recreation Leadership Team; including preparation, review, processing and distribution of correspondence, briefing notes, meeting agendas, minutes, actions and presentations.
• Collaborate with the management team to support on business initiatives, programs, processes, procurement, staffing and projects.
• Manage the calendars of the Recreation Leadership Team and related logistics.
• Prepares correspondence on behalf of the Director, Recreation.
• Maintain files and confidential records of Recreation Division to ensure corporate compliance.
• Administer corporate purchasing card, petty cash reconciliation, request for travel and expense forms/reports, and sectional/ divisional time entry.

 

1. LOGISTICAL SUPPORT

 

• Prioritize correspondence and scheduling requests ensuring urgent matters and conflicts are addressed.
• Book and arrange meetings, conference and event attendance, resources, travel arrangements and amenities.
• Coordinate access for new employees, monitor job data for adjustments, and all employee data changes.

Administer programs, projects and or processes specific to the operating unit and work to find and create efficiencies in existing processes.

• Monitor department spending to ensure it aligns with operating budget.

 

1. CUSTOMER SERVICE

 

• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

 

1. COMMUNICATION & REPORTING

 

• Research, prepare or assist with the preparation of divisional policies, procedures and reports.
• Fulfils ‘publisher’ role and manages accountability for internal and external web portal presence for division; co-owner of divisional directories, administers access to staff as required.
• Responsible for the upload of reports to Agenda.net meeting/agenda system for Recreation division’s council reports.
• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Provide documentation support for disciplinary, grievance and performance matters.

 

 

SELECTION CRITERIA:

 

EDUCATION:      

 

• Degree/Diploma in Administration, Management, or equivalent

 

REQUIRED EXPERIENCE:

 

• Minimum three years’ experience in an administration role preferably in public sector

 

OTHER SKILLS AND ASSETS:

 

• Knowledge or significant experience in business writing, proofreading, etc. with an emphasis on communication, coordination and administration
• Supervisory experience and experience in a public or unionized environment is an asset
• Knowledge of municipal operations, including departmental and council proceedings considered an asset.
• Computer proficiency in Microsoft Office Suite, SharePoint
• Excellent communication skills, written and oral.
• Excellent time management and organizational skills.
• Exceptional analytical skills for complex problem solving

NR-1

 

**Various tests and/or exams may be administered as part of the selection criteria.

 

 

Interview:  Our recruitment process may be completed with video conference technology.

Brampton is a Canadian city in Ontarios Greater Toronto Area. Its Peel Art Gallery, Museum and Archives is housed in 19th-century and contemporary buildings. In the center of downtown is the Rose Theatre, a major performing arts venue. In front, Garden Square hosts big-screen movies and live events. Green spaces include Gage Park with its floral gardens. To the north sits Historic Bovaird House, a Victorian home.