Administrative Assistant (Up To 18-Month Contract)

CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Temporary Full-Time, Union opportunity in the Policy Planning & Special Development Engineering Department for an experienced and motivated individual.

Administrative Assistant (up to 18-month contract)

J0623-0490

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 opened 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 2022, 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 assistance and secretarial services to management and associated department staff, as assigned, including clerical preparation, coordinating and processing of Subdivision and Development Agreements, Capital Project Tenders/Quotes, Contract Documents, Consultant Requests for Proposals (RFP), Committee/Council items, reports, bylaws, general correspondence and maintenance of divisional records and automated database. Preparing, tracking and follow up of purchase orders and invoice progress payments for Capital and Infrastructure Projects. Coordinating and tracking development agreements and municipal projects including the circulation of letters and follow up. Assisting and responding to enquires from the public, developers, consultants, contractors, external agencies and staff regarding various engineering matters.

Qualifications and Experience:

o Community College in Business Administration or suitable equivalent.

o Minimum of (3) years’ administrative assistant/secretarial experience preferably in a municipal service environment.

o Proficient in the application of various computer programs including advanced word processing, spreadsheets, data base and electronic mail software applications.

o Excellent organizational, written and communication skills and ability to multi-task.

o Excellent customer service skills; ability to deal courteously and effectively with the general public, consultants, developers and staff.

The City of Vaughan has an employee-focused culture with an emphasis on health and wellness, work-life balance, and family benefits.

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 July 4, 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 has implemented a mandatory vaccine policy for all its employees. The City will comply with its human rights obligations, make exceptions for applicable medical conditions and accommodate employees legally entitled to accommodation.

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.