Administrative Assistant to the Executive Director of Strategic Initiatives, Communications and Citizen Services EX23-067

Posting date: January 20, 2023

Job Title: Administrative Assistant to the Executive Director of Strategic Initiatives, Communications and Citizen Services

Number of Vacancies: 1

Posting number: EX23-067

Status: Contract Position

Estimated Probable Duration: Three (3) Years

Hours of Work: 70 hours bi-weekly

Shift Work Required: No

Range of Pay: $2,011.80 to $2,369.50 bi-weekly

Start date: To follow selection process

Initial Reporting Location: Tom Davies Square
Eligible to Work from Home: Yes (part time)

Division: Strategic Initiatives, Communications and Citizen Services
Department: Office of the Chief Administrative Officer                                   

Main Function:        Provide confidential administrative and support services to the Executive Director of Strategic Initiatives, Communications and Citizen Services, with a focus on the City’s Large Project portfolio, Intergovernmental Affairs, and Indigenous Relations.  Use judgement to work within policy limits, defined by the Executive Director of Strategic Initiatives, Communications and Citizen Services to support the Division.

Duties:   Under the general direction of the Executive Director of Strategic Initiatives, Communications and Citizen Services.                       

  1.       Act as administrative liaison within and outside the Division as may be required in exercising delegated responsibilities and follow-up as appropriate.

  2.       Relieve the Executive Director of Strategic Initiatives, Communications and Citizen Services of routine administrative work where required.

  3.       Identify, recommend and implement changes in administrative procedures in the Division.  Assist staff with the set-up of new procedures, test, review, and refine as appropriate.

  4.       Provide administrative guidance and direction to staff throughout the Division with respect to policies and procedures on behalf of the Executive Director of Strategic Initiatives, Communications and Citizen Services.

  5.       Review incoming reports and other correspondence; reply to and initiate action on correspondence and all routine matters not requiring the personal attention of the Executive Director of Strategic Initiatives, Communications and Citizen Services;

            coordinate information and background material to assist the Executive Director in dealing with correspondence or enquiries requiring personal attention, and for use at meetings.

  6.       Monitor mail, arrange appointments, receive and respond to or direct telephone and public enquiries to applicable source.

  7.       Responsible for the control and maintenance of an effective filing and information retrieval system of administrative records, correspondence, legal agreements, etc.  Maintain and control a ‘bring forward’ system and follow up with staff as required.

  8.       Act as Recording Secretary to committees, boards and advisory panels as required, which work entails liaison with committee members, arrangement of meetings, agenda preparation, taking and transcribing minutes.

  9.       Type confidential reports, manuals and documents, etc. and ensure that they are free of spelling and grammatical errors.

  10.     Maintain attendance records, timesheets and annual vacation schedule.  Co-ordinate, prepare and input payroll, and distribute all corresponding Human Resources and/or Payroll forms for the Division.

  11.     Responsible for all travel arrangements for the Executive Director of Strategic Initiatives, Communications and Citizen Services and Division staff, and ensure that expense claims are processed through to the Finance Division.

  12.     Responsible for arranging job postings and follow-up; assist with recruitment process; prepare labour relations documentation as required for the Division.

  13.     Assist with scheduling as required including the on-call schedule.

  14.     Oversee the development and maintenance of information posted on the City’s Intranet and internet pertaining to the Division.

  15.     Assist and represent the Executive Director of Strategic Initiatives, Communications and Citizen Services by providing timely assistance in response to internal or external requests to resolve inquiries/problems as they arise, based on knowledge of policies and procedures.

  16.     Liaise with all departmental Sections on matters of confidentiality, including human resources, agendas, etc. 

  17.     Liaise with CGS staff, government staff and the public on matters concerning the Strategic Initiatives, Communications and Citizen Services Division.

  18.     Responsible for the administration, documentation, tracking and reporting of educational courses or training programs using the Learning Management System (LMS) software application.

  19.    Work effectively within a team environment to assist them in the achievement of the Division’s objectives. 

  20.    Provide support to the Large Projects, Indigenous Services and Intergovernmental Affairs Sections as required.

  21.     Maintain the policies and procedures manual.

  22.     Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.

  23.     Perform other related duties as required.

Qualifications:

Education and Training:

Successful completion of Secondary School (Grade XII) Education.

Administrative Assistant Diploma from a Community College considered an asset.

Additional education initiatives to update and expand competencies.

Experience:

Minimum of four (4) years of responsible related experience.

Knowledge Of:

Demonstrated and proven ability related to computer software and administrative systems in a Windows environment (e.g., files maintenance, word processing, computerized spreadsheet applications, presentation software, information input and retrieval, web content management).

Abilities To:

Demonstrate organizational and multi-tasking skills.

Demonstrate interpersonal skills in dealing with public, staff, Councillors, outside groups and agencies.

Communicate effectively both verbally and in writing.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable; written skills an asset.

Other:

Indigenous lived experience or knowledge gained through training by Elders is an asset.

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 closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Impact & Influence

Persuade, convince, influence or gain the commitment of others to get them to accept a point of view, adopt a specific direction, commit to an idea, or take a course of action.

2

Adapts actions or words to persuade

Organizational Awareness

Learn and understand the key relationships, diverse interest groups and power bases within one’s own and other organizations.

2

Understands and uses formal structures/networks

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

 

For more information on leadership competencies, please see our Leadership Competency Dictionary.

Résumés quoting EX23-067 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at hrjobs@greatersudbury.ca or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Thursday, February 9, 2023.  Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our How to Apply section.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City's mandatory Vaccination Policy. Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

For more information regarding working from home, please refer to the Work From Home Program section.

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted.  If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury is dedicated to maintaining an equitable, inclusive, diverse and accessible work environment. Candidates must be legally eligible to work in Canada. To find out if you’re eligible and for more information, visit our Applicants Living Outside of Canada web page. If you received your education from an educational institution outside of Canada, a copy of your Word Education Services (WES) or International Credential Assessment Service of Canada (ICAS) document is required, along with your credentials. Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.