Administrative Assistant to Member of Council

1 week ago
Job ID
17-148
# Positions
1
External Closing Date
12/19/2017
Department
Corporate and Financial Services
Internal Closing Date
12/13/2017
Division
Office of the Clerk
Closing Time
4:30 pm EST.
Min
CAD $31.38/Hr.
Posting Type
External/Internal
Max
CAD $35.66/Hr.
Job Type
Temporary Full-Time
Note
Subject to Compensation Review
Hire Type
Replacement
Contract Start Date
1/1/2018
Contract End Date
11/30/2018

Overview

Ward 2
 
Contract: January 2018 to November 2018

Responsibilities

Reporting to the Deputy Clerk, the Administrative Assistant will provide professional and administrative support to one (1) member of Council and will be responsible for the following matters:

  • Receives, addresses, and relays constituent matters on behalf of elected official.
  • Reviews meeting agendas and upcoming issues to provide researched and relevant summaries/backgrounders.
  • Tracks and identifies emerging and current issues Town-wide (issues identification).
  • Manages member of Council expense, constituency and conference budgets.
  • Treats interactions and various materials with a high degree of security, confidentiality, sensitivity and discretion.
  • Acts as an ambassador of the elected official to facilitate the exchange of information and seeks to move issues towards effective solutions.
  • Identifies priorities and action to be taken to serve the needs of the member of Council.
  • Coordinates, manages and maintains the member of Council calendar and schedule to ensure that they are aware of their meetings and appointments.
  • Provides administrative support in order to address constituent inquiries, comments and/or concerns.
  • Provides support for member of Council special events/meetings and conference events in order to ensure that events are executed at a high level and to ensure that the member of Council is prepared for conferences.
  • Attends special events/meetings offering support to Councillor in setting up, welcoming the residents, registering the residents, distributing materials, and other related tasks.
  • Supports and obtains day-to-day work assignments and directives from their member of Council. In carrying out these assignments and directives, the Administrative Assistant serves as a direct representative and extension of the member of Council while working under limited supervision.
  • Performs other related duties as assigned, in accordance with corporate and departmental policies, procedures and practices, and obtains direction from the Deputy Clerk.

Qualifications

  • Successful completion of a college diploma in an Executive Assistant Program together with post-secondary training in office administration, secretarial sciences or related disciplines.
  • 3 to 5 years of progressive experience in an executive and administrative environment (or equivalent).
  • Experience working in high-level political or executive office with the ability to manage the challenges associated with this work environment.
  • Understanding of the municipal and regional levels of government and the services provided by both levels of government.
  • General knowledge of Provincial and Federal government functions, structures and responsibilities.
  • Strong written communication skills and ability to analyze meeting materials in order to provide summaries and backgrounders as required.
  • Proficiency in the Microsoft Office suite of applications including Excel and Publisher.
  • Ability to work independently, combined with well-developed organization and time management skills and the ability to deal effectively with tact, courtesy, discretion and diplomacy with all levels of staff and the public.
  • Highly developed customer service skills and the ability to prioritize tasks.
  • Ability to independently resolve problems and issues under minimal supervision.
  • Ability to develop effective relationships and regularly interact with staff, service providers, stakeholders and other senior elected officials at all levels.
  • You demonstrate the Town’s corporate values of service, collaboration, care, and courage
  • Ability to work flexible business hours to accommodate special events/meetings on weekends and/or evenings as required. Please note: Up to 35% of the work may be outside normal business hours.
  • In addition, you must possess a valid Ontario Class "G" Driver's License and have a vehicle for use on corporate business (mileage compensated).
  • You will be required to provide proof of vehicle insurance upon hire.


Comprehensive benefit package included.

The Town of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes.  If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation

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