Administrative Assistant

Why Guelph?
When you join the City of Guelph, you join a team of over 2000 employees who deliver services the community relies on every day. Together, we are bringing to life Guelph’s vision of an inclusive, connected, and prosperous city where we look after each other and our environment. As a single tier municipality, we offer a variety of occupations and career specialities within our organization. Guided by the goals and objectives of the Future Guelph: Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Community Vision for an inclusive, connected, prosperous city.

What we offer
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

• Paid vacation days, increasing with years of service
• Paid personal days;
• Hybrid and flexible work arrangements;
• Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
• Extended health and dental benefits, including Health Care Spending Account;
• Employee and Family Assistance Program;
• Parental leave top up program;
• Learning and development opportunities including tuition assistance
• Employee recognition programs.

Resumes are being accepted for a temporary position of Administrative Assistant within the Environmental Services Department. Reporting to the General Manager of Environmental Services, the successful candidate will provide administrative support to the General Manager and when necessary Environmental Services Division Managers. This position will have a focus on business, financial and administrative support.

Key duties and responsibilities

• Provide administrative assistance and advice to the General Manager of Environmental Services and Division Managers of the Department
• Coordinating travel arrangements
• Administer payroll, and oversee electronic and hard copy records
• Provide administrative support coverage for IDE City Hall group of assistants
• Deliver professional assistance to staff as well as external contacts - acting as the first point of contact in order to direct requests appropriately
• Ensure that all timelines are adhered to for Executive team briefing notes, council report timelines in e-scribe, council workshops and information sessions
• Prepare agendas/minutes for meetings of the Environmental Services Direct Reports as well all related working/operating committees; attend meetings and coordinate follow up actions with staff of the department
• Undertake other additional tasks and responsibilities to support the Environmental Services management team such as:
  • departmental meeting management
  • preparation of the departmental budget
  • preparation of reports, document editing and spread-sheets
  • status report tracking, expenditure tracking and records management
  • calendar organization for General Manager
  • preparation of purchasing invoices as directed
• Perform other related duties as assigned.

Qualifications and requirements

• Completion of a certificate / diploma in Business Administration or closely related discipline
• Experience providing administrative support to a senior manager
• Excellent organizational and office administration skills with the ability to manage multiple tasks in a busy environment to meet stringent deadlines
• A self-starter with good problem solving skills
• Excellent interpersonal, collaborative and customer service skills and ability to respect & maintain a high level of confidentiality
• Excellent communication skills with the ability to prepare reports and presentations on behalf of the department
• Ability to handle sensitive and confidential information
• Event planning experience would be an asset
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Knowledge of the Occupational Health & Safety Act
• Experience and/or knowledge of financial/work management software and databases such as JDEdwards, Kronos, WAM would be an asset
• Candidates with an equivalent combination of education and experience may be considered.

Hours of work
35 hours per week, 8:30 a.m. – 4:30 p.m., Monday to Friday. This position is eligible for hybrid and flexible work arrangement options (as per current corporate policy).

Pay/Salary
Non Union Grade: 2: $31.85 - $39.81 per hour

How to apply
Qualified applicants are invited to apply using our online application system by May 26, 2024. Please note all applicants must complete the online questionnaire specific to this position at the time they submit their resume and cover letter in order to be considered.

Please visit the job posting listed on our City of Guelph careers page and click on the “Apply for this job” button. Instructions will follow.

The City of Guelph is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace where employees feel welcome, valued and engaged. Our employment policies strictly prohibit all forms of discrimination on any of the grounds in relevant laws. All employment practices are solely based on individual merit, qualifications, and organization's needs at the time. In keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, we are committed to working with and providing reasonable accommodation for qualified individuals in our job application procedures. If you need an accommodation in order to participate in the hiring process, you may contact us to make your needs known in advance.

Personal information collected through the recruitment process will be used solely to determine eligibility for employment. We thank all candidates in advance; however, only those being considered for an interview will be contacted.