Job Summary

This position provides professional, confidential, and administrative executive coordinator support to the Director and senior staff of the Department. Supervises the administrative staff to ensure consistent and efficient delivery of administrative services for the Department.

Duties & Responsibilities

• Provides executive administrative support to the Director and senior staff of the Department.
• Supervises Department administrative staff to ensure consistent and efficient delivery of administrative services.
• Coordinates all administrative aspects of the Department, including processing mail, scheduling appointments, and meetings, and booking travel arrangements for the Director and senior staff.
• Formats, edits, and coordinates the submission of all public and in-camera Department reports prepared for General Manager, City Council, and its Standing Policy Committees.
• Prepares, edits, and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Director, senior, and supervisory staff.
• Prepares agendas and minutes for weekly senior staff meetings. Coordinates meetings and takes accurate meeting minutes as required.
• Oversees the Records Management System to ensure document filing complies with corporate standards.
• Coordinates and assists with Quality Management System and process documentation for the department.
• Oversees the Corporate cheque printing process, including ensuring proper security and controls exist, maintaining audit logs, and administering proper cheque distribution.
• Monitors and maintains an appropriate inventory of controlled corporate forms and cheque printing materials, including ensuring proper distribution to other areas as required.
• Purchases corporate forms and office supplies in accordance with corporate purchasing guidelines and ensures appropriate inventory levels are consistently maintained.
• Coordinates and tracks registration to conferences, workshops, and training sessions for all Department staff and arranges travel plans.
• Oversees and coordinates payment of all invoices and fees.
• Oversees the processing of internal and external correspondence so that it complies with corporate standards.
• Plans and coordinates special events for the Department.
• Receives, screens, and expedites email, telephone calls, and written and in-person inquiries and determines appropriate action.
• Performs other related duties as assigned.

Qualifications

Education, Training & Experience Requirements:

• Grade 12 education.
• Graduation from a post-secondary business college.
• Typing speed of 55 w.p.m.
• Four to six years related senior secretarial and administrative experience.

Knowledge, Abilities & Skills:

• Demonstrated ability in supervising staff.
• Ability to deal with sensitive information in a confidential manner.
• Ability to compile and coordinate information to compose correspondence and reports.
• Ability to establish and maintain effective working relationships with the public and other civic employees.
• Ability to work with minimal supervision.
• Skill in the operation of office equipment including a computer with Microsoft Office. Experience in a SharePoint and/or SAP environment would be an asset.