Administrative Assistant

City of St. Catharines•St. Catharines, ON

19d•Onsite

About The Position

Provides administrative support and acts as a confidential assistant to the Director of Municipal Works. Also provides administrative support for department managers and supervisors within the Municipal Works department.

Requirements

Minimum of graduation from a community college program in office administration.
Three years' experience as a confidential administrative assistant, preferably in a Municipal setting.
Good working knowledge of government and government administration at all levels.
Thorough knowledge of City and departmental policies.
Ability to communicate effectively, with tact and courtesy, with elected officials, staff, the public, and outside agencies.
Ability to recognize and keep confidential information.
Excellent word processing and computer skills.
A valid Ontario driver’s licence, Class “G”, with a clean driving record.

Responsibilities

Provides full range of administrative/secretarial assistance to the Director of Municipal Works, including preparation of correspondence, reports, and minutes, and coordinating appointments and meetings.
Plans and coordinates clerical and administrative support functions for the Director, department managers, and supervisors, including assisting with budget preparation.
Monitors departmental budgets, processes vouchers, and prepares requisitions for departmental purchases.
Responds to routine matters and prepares information for approval by the Director, department managers, and supervisors.
Researches and assembles information for the Director, department managers, and supervisors for responses to inquiries, complaints, and report preparation.
Serves as the main point of contact for the Municipal Works department for inter-departmental correspondence.
Follows up on directives or inquiries to ensure they are handled appropriately.
Receives and directs incoming mail and follows up as directed.
Handles visitors and telephone calls for the Municipal Works department, redirecting or providing assistance as needed.
Books and coordinates travel arrangements and conference registrations for the Director and department managers.
Maintains confidential files for the Director, department managers, and supervisors.
Performs other related duties as required.