All jobs within 50 km around Carleton Place in Administrative Jobs

This job posting includes screening questions. Please answer the following questions when applying:

• Do you have previous experience in this field of employment?

JOB SUMMARY

Employee Service Management provides pay-related services to all City of Ottawa and Ottawa Police Services employees, including administration of all employee movement transactions including position, pay, benefits and pension adjustments in compliance with collective agreements, city policies and legislative requirements; and Payroll, Pension and Benefits Service Centre operations.

You are responsible for the review, analysis, auditing and completion of transactions that affect employees' pay, leave and benefit entitlements. You interpret and apply policies, guidelines, processes, collective agreements and employment legislation to the review and audit of transactions submitted by departmental supervisors and managers. You also ensure accuracy and compliance, demonstrate a high degree of customer service in resolving issues with clients, including employee, and function as Tier 2 for the resolution of transactional issues that cannot be resolved by the Payroll, Pensions and Benefits Service Centre.

EDUCATION AND EXPERIENCE

Completion of 2 year post-secondary or community college diploma in business or related field

Minimum of 3 years of related experience, preferably in a Human Resources and/or Payroll functional area

KNOWLEDGE

• Customer service practices
• Working knowledge of Payroll/HR policies, processes and procedures
• Microsoft Office Suite (intermediate level) and other corporate standard software, as required
• Intermediate knowledge of HRIS (preferably SAP)
• City Collective Agreements, CRA, Employment Standards Act, MFIPPA and other related legislation Demonstrated knowledge of HRIS operation within an HR/Payroll services environment is an asset

COMPETENCIES, SKILLS AND ABILITIES

• Customer service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
• Strict attention to detail and accuracy in analyzing and auditing transactions submitted by managers and supervisors;
• Apply collective agreement, legislative and policy provisions as they relate to employee transactions
• Excellent organization and time management skills and techniques: ability to plan, organize and carry out work assignments, managing multiple and competing tasks simultaneously and prioritizing work to meet heavy workloads and non-negotiable deadlines
• Demonstrates initiative in troubleshooting, problem-solving and taking corrective action to resolve issues
• Strict attention to detail and accuracy in analyzing and auditing transactions submitted by managers and supervisors;
• Ability to produce spreadsheets and statistical reports
• Work independently and within a team environment to provide optimal client service
• Communicate effectively on complex issues
• Superior client service skills, patient and tactful with clients and staff
• Highly organized/reliable and flexible
• Integrity, tact, discretion and good judgment in maintaining confidential information
• Demonstrates initiative in improving processes and resolving issues;
• Able to manage time demands and changing priorities
• Able to handle multiple tasks and work independently with minimum supervision under tight deadlines

JOB SUMMARY

You are responsible for providing a wide variety of confidential administrative support services in support of the Director.

You serve as a point of contact for client departments, 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.

Note: This is a generic job description that describes the typical duties of this job. Individual positions may not require the performance of all of these responsibilities, or additional related duties, within the scope of the job, may be assigned.

EDUCATION AND EXPERIENCE

Completion of 2 years of community college in Business/Office Administration

Minimum of 3 years of related 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
• Council reporting procedures
• 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
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required 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 co-operative 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
• Compile, organizes and summarize data and information accurately and efficiently, applying policies and procedures
• 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 non-routine problems
• Integrity, tact and good judgment

JOB SUMMARY

The mandate of the Long Term Care Service is to provide resident care based on the needs of individuals, as determined by medical, nursing, functional and psychosocial assessments, and on each resident’s expressed needs. The care provided in each home includes specialized, restorative, supportive and palliative care for persons with dementia, disabilities and health problems who cannot live independently in their homes, and whose needs cannot be met in the community.

You are responsible for providing receptionist service by: answering all incoming calls and inquiries made in person, courteously and efficiently; providing typing service; and ensuring that office accommodation and equipment is properly secured after working hours, with an emphasis on resident safety and engagement.

EDUCATION AND EXPERIENCE

Completion of Grade 12

Minimum of 1 year of related experience

KNOWLEDGE

• Office practices and procedures, including records management
• Computer software applications MS Word, Excel, Electronic Mail
• Office equipment (fax, photocopier)
• Sound knowledge of the branch’s programs and structure combined with good knowledge of the department and general knowledge of the city at large
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Excellent telephone skills
• Type accurately at 40-60 wpm
• Use tact, discretion and confidentially, combined with reliability and good judgment
• Gather and compile statistical information
• Communicate effectively, both verbally and in writing
   

JOB SUMMARY

The Community & Social Services department is responsible for creating a strong social infrastructure by providing support to families and individuals in need in order to promote their self reliance and quality of life, in collaboration with community partners. This includes providing financial assistance, housing, childcare, employment, personal care and referral.

You are responsible for providing administrative support to community and social services (CSS) programs and services, including, but not limited to: data entry, filing/records management, reception and liaison with clients; providing customer services to clients; printing and releasing cheques and/or replacement documents to clients; and contributing to the overall improvement of service delivery. 

EDUCATION AND EXPERIENCE

Completion of Grade 12

Minimum of 2 years of experience in a customer service, clerical or administrative, or social services environment

KNOWLEDGE

• Office/clerical and reception procedures
• Services and programs offered in the CSS Centres as well as community agencies
• Corporate computer software/applications including MS Office Suites (Excel, Word, PowerPoint, Outlook, etc.) 
• Corporate Cash Handling Policy
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

COMPETENCIES, SKILLS AND ABILITIES

• Access, search and maintain databases
• Communicate effectively with community representatives, clients and staff
• Maintain composure and good judgment under stressful and high-pressure situations
• Work independently with minimum supervision
• Flexible and adaptable
• Effective interpersonal skills
• Effective organizational skills
• Aware and sensitive to the special needs of Social Services clients
• Demonstrate commitment to client/customer services

JOB SUMMARY

The Accounting Branch is responsible for the preparation, completeness and accuracy of the City’s consolidated financial statements, the execution of month-end and year end procedures in SAP, and the reconciliation of corporate accounts including the City’s bank accounts. The Accounting Branch is also responsible for accounts payable services and for coordinating the external audit of the City’s consolidated financial statements and specialty audits in partnership with other partners.

You are responsible for processing accounts payable, maintaining vendor master records and document management in a centralized, high-volume invoice processing unit. This includes the opening and distribution of mail, initiating electronic workflow, data entry of invoice details, invoice matching to purchase order receipts (three-way match completion), invoice processing issue resolution, completion of payment runs and distribution of cheques, and filing of source documents in records management systems.

EDUCATION AND EXPERIENCE

Completion of Grade 12 

Minimum of 3 years of related accounting/business/clerical experience 

KNOWLEDGE

• Knowledge of the city organization, financial policies and procedures
• General knowledge of generally accepted accounting principles and commodity tax legislation
• Problem-solving and customer service techniques/city practices related to interacting with the public
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.
   

COMPETENCIES, SKILLS AND ABILITIES

• Able to work independently with minimum supervision, and collaboratively with other staff as part of a team
• Possess organizational skills and flexibility to plan, initiate, organize and prioritize own work, and to deal effectively with multiple demands, conflicting priorities, pressures and deadlines
• Able to understand, conceptualize and apply directions, policies and procedures
• Able to identify and assess problems and to use analytic and problem solving skills in relation to invoice processing and SAP FI/MM integration
• Able to complete financial reconciliations and to detect, resolve and correct errors
• Able to use MS Office Suite including demonstrated intermediate MS Excel skills 
• Able to use corporate SAP system, automated invoice processing system and to work with advanced computer applications
• Possess customer service sensitivity and the ability to listen, probe, and tactfully respond 
• Communicate effectively, both orally and in writing 
• Able to work rapidly to produce accurate work in a high volume data processing environment
• Possess sound judgment, tact and diplomacy
• Flexible and adaptable
• Possess a work record of good attendance and job performance

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.

Note: This is a generic job description that describes the typical duties of this job. Individual positions may not require the performance of all of these responsibilities, or additional related duties, within the scope of the job, may be assigned.

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
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required
• 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 co-operative 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
• Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
• 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 non-routine problems Integrity, tact and good judgment

Core Behaviours 

Core behaviours define the City's expectations of the behaviours employees should demonstrate in performing their work.  They are reflective of the City's culture and values and guide all our present and future activities.  Every employee is encouraged to learn, embody, and demonstrate these core behaviours. 

Review the Core Behaviours. 

Leadership Competencies 

The City has defined key competencies that leaders are expected to embody and demonstrate to successfully move the organization towards achieving its strategic objectives and create an organizational culture that supports and empowers employees to excel, grow and reach their full potential. These leadership competencies and associated behaviours are expected to be demonstrated by leaders at all levels of the organization.  

Review the Leadership Competencies.

JOB SUMMARY

The Councillor's Assistant is accountable for managing and delivering a wide range of strategic, political, constituency, and operational services and processes in support of the Councillor which may include: strategic management of issues, policy analysis and development, internal and external political relations, project management, media relations, organizing community events/public meetings, collaborating with community agencies on policy issues and events, managing the resources of the Councillor’s Office and serving as a spokesperson/representative for the Councillor in dealings with taxpayers and constituents.

DESCRIPTION OF RESPONSIBILITIES (Vary dependent on Councillor/Ward)

• May receive and respond to telephone calls, emails, and letters from constituents, City staff, City Council members, and other elected officials from all levels of government.  Constituents and other individuals may also visit the Councillor’s office in person to place an inquiry.
• May process correspondence addressed to the City Councillor by regularly reviewing emails, letters, and other correspondence from constituents and other sources. Providing prompt, relevant, and informed responses about the City’s policies and programs, or City Council and Committee agendas. 
• May provide general administrative support services to the Councillor.
• May oversee and coordinate the constituency work of assistants and volunteers to the Councillor.
• May prepare Council and Committee agendas for the Councillor in his or her role as Council member or Committee member or chair.
• May provide general administrative support services to the Councillor, while ensuring compliance with all protocols and procedures required of an elected official, maintaining, and preparing financial records, managing budgets as well as reviewing financial transactions against the Council Expense Policy. 
• May partner with community stakeholders to address issues in the community, organize community events, and assist with various community initiatives.
• May be responsible for coordinating and attending events throughout the community to engage with constituents and promote City services and programs.
• May be responsible for developing the Councillor’s strategic and promotional communications, through newsletters, emails, letters, press releases, and social media accounts.

EDUCATION AND EXPERIENCE

Post-Secondary School Diploma.

2-year college diploma in Business or Office Administration, Public Administration, Journalism, Communications, English or related program
University degree is considered an asset.

A minimum of 3 years’ experience in providing administrative services is required, preferably to the senior executive level, and including the provision of communication services. Experience providing support to an elected official is desirable.

CERTIFICATIONS AND LICENCES

A valid Ontario unrestricted “G” class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated (as required by the Elected Official).

KNOWLEDGE

• Mandate, structure, and protocol of Council and its committees
• Event planning and organization
• Media and communication techniques and practices
• Effective communication vehicles such as newsletters, newspapers, and social media
• Budget planning and control
• The demographics of the Councillor’s ward and current initiatives and issues within the ward
• Policy initiatives and issues in committees chaired by the Councillor or on which the Councillor is a member
• The City corporation sufficient to obtain information in response to inquiries from constituents, and to obtain policy information and documentation in drafting committee agendas
• Knowledge of City administrative structure
• Knowledge of City services and policies 
• Knowledge of Microsoft Office
• Office protocols, systems and procedures

COMPETENCIES, SKILLS AND ABILITIES

• Respond effectively and accurately to media questions and information requests 
• Convey policy positions on complex and controversial issues
• Excellent interpersonal and communication skills
• Communicate effectively with a wide range of people via verbal presentations, written information, promotional material and reports, orally and in writing, often under circumstances where the other party may be in a highly emotional state
• Demonstrated initiative, requiring general direction only
• Ability to handle difficult situations 
• Attention to detail
• Ability to effectively work independently and within a team