Administrative Assistant (Engineering And Transportation Services)- Temporary, Approx. 2 Years

About Our Organization

When you join the City of Guelph, you join a team of 2000 full and part-time 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 regional top employer, the City of Guelph values its employees and offers competitive salaries, excellent benefit packages, opportunities for professional development, a healthy work-life balance, and many roles with flexible work options. Our corporate values are integrity, service, inclusion, wellness, and learning. Guelph is consistently ranked as one of the best places in Canada to live, work, and play—all good reasons to consider a career in this beautiful city.

Job Summary

Resumes are being accepted for the position of Administrative Assistant within the Engineering and Transportation (E&TS) Services Department. Reporting to the General Manager of Engineering and Transportation Services/City Engineer, the successful candidate will provide administrative support to the General Manager and when necessary E&TS Division Managers. This position will have a strong focus on organizational, financial and administrative support. Guided by the goals and objectives of the City’s Strategic Plan and committed to the Corporate Values of integrity, service, inclusion, wellness and learning, the candidate will aid in the achievement of the Vision for an inclusive, connected and prosperous city.

Your Role

• Assisting with preparation of the departmental budget
• Calendar organization for General Manager
• Deliver professional assistance to staff as well as customer service to external contacts - acting as the first point of contact to direct requests appropriately.
• Undertake other additional tasks and responsibilities to support the E&TS management team such as:
• Preparation of reports, document editing and spread-sheets
• Assist with organizational aspects of departmental management, including assisting with organizing meetings, department events, and other departmental projects.
• Status report tracking, expenditure tracking and records management
• Departmental meeting management
• Coordinating travel arrangements.
• Perform other related duties as assigned.
• Administer payroll, and oversee electronic and hard copy records.
• Prepare agendas/minutes for meetings of the E&TS Direct Reports as well all related working/operating committees; attend meetings and coordinate follow up actions with staff of the department.
• Provide work direction and assignments to clerical staff in the department.
• Preparation of purchasing invoices as directed
• Provide administrative support coverage for IDE City Hall group of assistants.
• Provide administrative assistance and advice to the General Manager of E&TS/City Engineer and Division Managers of the Department.

Qualifications

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

In keeping with our corporate value of Wellness, T he City of Guelph recognizes the many benefits of hybrid work arrangements including flexibility and better work-life balance for our employees. Where the work permits, employees will have the ability to participate in our Hybrid Work and our Flexible Time programs . Please note, this position is eligible for Hybrid and Flexible work arrangements (subject to change).

Rate

$30.92- $38.65 per hour

How To Apply

Qualified applicants are invited to apply using our online application system by May 4, 2023. 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. Proof of qualifications will be requested at the interview stage.

The City of Guelph is an equal opportunity employer that values diversity in the workplace. We are therefore happy to accommodate any individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to participate in the hiring process, please 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.