Administrative Assistant To The Director

CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Permanent Full-time Non-Unionized opportunity in the Transportation and Fleet Management Services Department for an experienced and motivated individual.

Administrative Assistant to the Director

J0723-0919

Vaughan is a city on the move. With a downtown core rising from the ground – the Vaughan Metropolitan Centre, a state-of-the-art hospital opening its doors in 2021 – the Cortellucci Vaughan Hospital, and a bustling subway, exciting projects are transforming the community. Be a part of something amazing and build your career at the City of Vaughan.

The City of Vaughan is an equal opportunity employer serving one of the fastest-growing municipalities in Canada, we are an organization committed to diversity and inclusivity, providing a thriving work environment, excellent benefits, learning and growth opportunities and a place where collaboration and teamwork are fostered. As one of the Greater Toronto’s Top Employers for 2021, we continuously employ workplace best-practices – and they’re getting noticed! Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview:

Responsible for providing administrative support and confidential services to maintain efficient operations of the Transportation and Fleet Management Services Department including compiling and preparing correspondence, documents, reports, etc., establishing and maintaining departmental filing systems, monitors the administrative budget; maintains departmental attendance and activity records. Exercises sound judgment to resolve matters which may be political and sensitive in nature. Coordinates the Director’s and department staff meetings/schedules/training; researches and compiles background information; arranges meetings and appointments; takes formal minutes at meetings; maintains office administration and records management processes and procedures; responds to and/or redirects inquiries/communications; and completes special projects, as assigned.

At employee request, this position is eligible to take part in our hybrid work model as outlined in the City's Alternative Work Arrangement Policy.

Responsibilities:

• Acts as a liaison to facilitate communication between management and staff, elected officials, outside agencies and the public by responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

• Assists with projects, and inter-office committees, such as preparing from rough draft, formatting and circulating agendas and minutes, correspondence, reports and documents. Transcribes, formats, proof reads, edits or revises correspondence, reports, spreadsheets and presentations.

• Performs financial tracking functions such as processing payables/receivables, invoices and travel expense claims, verifying office expenditures and inputting of invoice/travel claims; managing petty cash fund and budgetary records, reports and transactions and monitors on a regular basis.

• Provides documentation support for disciplinary, grievance and performance matters.

• Requisitions, authorizes, distributes, tracks and ensures maintenance of general office supplies and equipment makes recommendations for furniture/equipment requirements and coordinates the purchase, as needed.

Qualifications and experience:

• Community College Diploma in Business or Public Administration or suitable equivalent.

• Minimum of three (3) years of administrative experience preferably in a municipal

environment and at least two (2) years providing support to senior and/or executive level management with emphasis on determining priorities and organizing activities of a diverse work assignment.

• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.

• Thorough working knowledge of Microsoft Office applications (i.e. Word, Excel, PowerPoint, Excel, Project, etc.), coupled with proficient and accurate keyboarding skills.

• Excellent communication skills, both oral and written including drafting correspondence, presentations, media items and reports. Demonstrated ability to research and gather information.

• Effective time management, organizational and interpersonal skills with ability to set priorities and meet required deadlines with conflicting demands and changing priorities coupled with problem solving and analytical skills.

• Knowledge of, and demonstrated ability in, the City’s core competencies and functional core competencies.

• Ability to deal effectively and courteously with internal staff, consultants, the public and other government agencies.

• Flexible to work outside regular business hours, as required.

If you are an energetic person who is interested in bringing your knowledge and passion to the City of Vaughan, please visit our website to apply online by August 11, 2023.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.