Executive Administrative Assistant

Job Details

JOB POSTING #:  2022-0113

POSTING PERIOD:  Wednesday, March 16, 2022 at 8:30 AM to Tuesday, March 29, 2022 at 4:30 PM

DEPARTMENT:  Office of the Commissioner of Economic Development & Innovation

UNION:  Non-Union

JOB CODE: NU0117

POSITION STATUS: Regular Full-Time

GRADE/CLASS: NU08

# OF POSITIONS:  1

RATE OF PAY: $59,989.22 - $72,917.05 Annually

SHIFT WORK REQ'D:  No

DUTIES:

  • Reporting to the Commissioner of Economic Development & Innovation, this position will be responsible to provide a superior level of administrative and support services in a fast-paced, deadline-driven, results- oriented, environment.   Currently the portfolio includes Building, Land Use Planning, Information Technology, Economic Development and Innovation and external contacts are primarily within the business community.
  • The EAA is often the first point of contact for staff and the public for the Commissioner’s office and the division. Professionally screen and appropriately refer telephone and email inquiries from staff, the public and external stakeholders and agencies. 
  • Will coordinate meetings and events.
  • Assist with managing the Commissioner’s calendar, contacts, meeting materials.
  • Conduct research for Commissioner and departmental staff as requested and track project progress and milestones.
  • Will draft, edit, review and receive for processing confidential correspondence, including letters, council reports, speeches, policies, procedures, contracts, memorandums, forms, etc.
  • Will ensure confidentiality of personnel-related and in-camera material and correspondence.
  • Process reports and communications within the department for regular and in-camera council agendas and standing committees and prepare/update reports in Agenda.net.
  • Prepare agendas, compile backup materials for meetings and take minutes for various committees and ad hoc meetings. 
  • Responsible for timekeeper duties in Workforce Management. 
  • Maintain departmental filing system. 
  • Make travel arrangements for staff in the Commissioner’s Office and process travel and business expenses. 
  • Process various financial transactions including accounts payable vouchers and petty cash. 
  • Provide clerical support and administrative backup to various Managers within the department. 
  • Prioritize multiple tasks and projects for completion within prescribed time frames and in compliance with corporate policies and procedures.   
  • The successful candidate will be responsible for continuous improvement; finding efficiencies and best practices to modernize business processes and technologies, and a champion for new, innovative methods of delivering support to customers within and external to the corporation.
  • Maintain amiable relations with the public, other departments and fellow staff. 
  • Will perform Occupational Health & Safety duties as outlined in the Corporate Health & Safety Program. Perform other related duties as required.

QUALIFICATIONS:

  • Must have a University degree in Business, Finance, Public Administration or Ontario Ministry of Education equivalency and a minimum of one (1) year experience in a computerized office environment with proficient knowledge of Microsoft Office Suite of Products including Word, Excel, Outlook and PowerPoint OR;
  • Must have a post-secondary school community college diploma in Office Administration or Ontario Ministry of Education equivalency and a minimum of two (2) years’ experience in a computerized office environment with proficient knowledge of Microsoft Office Suite of Products including Word, Excel, Outlook and PowerPoint OR;
  • Must have an Ontario Secondary School Graduation Diploma plus one (1) year post secondary school courses in business, finance, public administration or office administration or Ontario Ministry of Education equivalencies and a minimum of four (4) years’ experience in a computerized office environment with proficient knowledge of Microsoft Office Suite of Products including Word, Excel, Outlook, PowerPoint
  • Must have a minimum typing speed of 55 w.p.m.;
  • Must be  self-motivated, capable of working with a minimum of supervision and exhibit a high degree of initiative and drive;
  • Must obtain and maintain situational awareness in a variety of circumstances at all times
  • Must have a positive attitude and  be a team player;
  • Must be passionate about technology, learning and advancing skills
  • Must have superior attention to detail and exhibit a high degree of professionalism at all times
  • Must have excellent organizational and multi-tasking capabilities;
  • Must possess strong problem-solving and trouble shooting skills;
  • Must have exceptional political acuity and customer service skills;
  • Must be proficient in Agenda.net document management system;
  • Must have excellent written and verbal communication skills;
  • Must maintain strict confidentiality of information at all times;
  • Should have knowledge of the Occupational Health and Safety Act, its regulations and knowledge of the hazards associated with work;
  • Knowledge and experience with corporate human resources, payroll, financial and electronic filing systems will be considered a definite asset;
  • The physical demands analysis associated with the job indicates a sedentary level of work.

NOTE:

  • All City of Windsor employees are required to be fully vaccinated as a condition of employment in accordance with the City’s COVID-19 Vaccination Policy
  • Only those applicants selected for an interview will be acknowledged
  • We offer a smoke-free office environment
  • Personal information is collected under the authority of the Municipal Act, c. 25 as amended, and will be used to determine eligibility for employment.
  • The Corporation of the City of Windsor is an Equal Opportunity Employer

In accordance with the Accessibility for Ontarians Act, 2005 and the Ontario Human Rights Code, the City of Windsor will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.  If selected to participate in the recruitment, selection and/or assessment process, please inform the City of Windsor Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.