Coordinator Administration/Executive Assistant

City of Windsor•Windsor, ON

2d•CA$78,921 - CA$95,930•Onsite

About The Position

The City of Windsor is seeking a Coordinator Administration/Executive Assistant to provide confidential administrative and support services in a fast-paced environment. This role reports to the Executive Director of Transit Windsor and is responsible for processing various reports, correspondence, and communications, including those for council agendas and standing committees. The position involves maintaining contact with other municipalities and sectors, managing confidential grievance submissions, and ensuring efficient dissemination of information. Key duties include processing expense vouchers, maintaining files, inputting and monitoring budgets, coordinating facility work orders, and conducting research. The role also supports communication activities, tracks departmental contracts, screens calls, takes minutes at meetings, and handles health & safety complaint forms. The Coordinator will act as administrative backup for the Senior Manager, Administration & Customer Experience and perform Occupational Health & Safety duties as outlined in the Corporation's Health and Safety Program.

Requirements

Post-secondary community college diploma in Office/Business, Human Resources, Public Administration or related field or Ontario Ministry of Education equivalencies.
Minimum of two (2) years of senior administration experience in a computerized office environment.
Operating knowledge of Microsoft Suite of Products including Word, Excel, SharePoint, and Outlook.
Ability to travel to offsite locations in a timely and expedient manner as required.
If method of travel is by vehicle, a current, valid and lawful Driver’s License is required in accordance with the Highway Traffic Act and must provide a driver’s abstract as a condition of employment.
Experience with PeopleSoft HRMS and/or Financials.
Self-motivated and a team player.
Excellent organizational and multi-tasking capabilities.
Tactful and have excellent public relations skills.
Capable of working with a minimum level of supervision.

Nice To Haves

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 in a multi-union environment, and financial systems.
PowerPoint experience.

Responsibilities

Processing reports, correspondence of confidential nature and communications for regular and in-camera council agendas and standing committees and updates reports in Agenda.NET and LiveLink.
Reviewing and processing CAO and CAOP reports to be submitted to the CAO for approval.
Maintaining contact with other municipalities and public/private sectors for information gathering and sharing of data as appropriate.
Receiving, logging, and tracking confidential grievance submissions and distributing to appropriate parties, and coordinating the scheduling of grievance hearings.
Ensuring efficient dissemination and systematic follow-up of information; processing travel and business expense vouchers; maintaining designated files with a thorough follow-up system.
Inputting budget and monitoring variances with the Executive Director, Transit Windsor.
Coordinating facility work orders; maintains logs of all departmental equipment.
Conducting research and preparing reports on behalf of the Executive Director, Transit Windsor and ensures all relevant backup material is available in an orderly fashion.
Supporting communication activities such as scheduling, organizing, and ensuring that project target dates and/or deadlines are met.
Maintaining appropriate follow up, log and updates on departmental contracts and required time sensitive memos/reports/information.
Screening incoming calls and redirecting to other management staff when appropriate to enhance departmental efficiency.
Taking and distributing minutes at various meetings called by the Executive Director, Transit Windsor as well as maintaining a thorough follow-up system.
Receiving, logging and distributing health & safety complaint forms, prepares and circulates meeting packages, including agendas and supporting materials, and acts as recording secretary for the committee.
Acting as the administrative backup in the absence of the Senior Manager, Administration & Customer Experience.
Performing Occupational Health & Safety duties as outlined in the Corporation’s Health and Safety Program.
Performing other related duties as required.