Advisor, Research, Administrative Services, And Special Projects

JOB TITLE: ADVISOR, RESEARCH, ADMINISTRATIVE SERVICES, AND SPECIAL PROJECTS

DEPARTMENT: OFFICE OF CAO

POSTING NUMBER: 105610

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35-hour workweek

LOCATION: Hybrid Model* – when working onsite, you will report to the location of West Tower.

SALARY GRADE: 6

HIRING SALARY RANGE: $95,679.00 - $107,639.00 per annum

MAXIMUM OF SALARY RANGE: $119,599.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: August 26, 2023

CLOSING DATE: September 16, 2023

Area Of Responsibility

Reporting to the Director of Internal Audit, this position provides expertise in project management, research, customer service, administrative support relating to highly sensitive matters to maintain a smooth and efficient operation of the Internal Audit function in a fast-paced environment. The incumbent will maintain confidentiality based on the requirement to access, review, and distribute sensitive divisional and organizational communication, materials and records. This will include being responsible for leading a project from its inception to execution, including developing and managing key business initiatives. This is accomplished by translating divisional and corporate initiatives into project plans; continuous and effective research; creating, leading and supporting project teams; collaborating with stakeholders; reporting to committees and preparing recommendations for the Director, Internal Audit. Liaising with all City of Brampton staff and City Councilors / Audit Committee members, this position requires political acumen, sound judgment, and independence to meet corporate service standards, best practices, policies, and guidelines.

As part of the Internal Audit team, this role will be accountable to:

• Identify and facilitate resolution of issues related to project development, progress and implementation. Analyze and present the status to the Internal Audit Director and project teams.
• Identify and execute actions to ensure projects achieve the corporate objectives.
• Troubleshoot matters of importance to the Director (and the Internal Audit Team) and provide solutions and recommendations while exercising judgment that is politically sensitive and confidential in nature.
• Represent and promote the Internal Audit Division.
• Anticipate and identify emerging issues and challenges to enable informed decision-making.
• Provide strategic support, critical analysis, guidance and advice to the leadership team.
• Proactively research key priorities to ensure project initiatives gain stakeholder support and commitment.
• Identify, build, and foster internal and external relationships for project implementation and success outcomes. Provide consultative support to corporate committees and lead cross-functional corporate work teams for shared corporate initiatives.

• Monitor and draft Internal Audit’s KPIs and Service Plans/Service Cards.
• Demonstrate corporate values at all times.
• LIAISE AND PROVIDE SUPPORT TO THE AUDIT COMMITTEE MEETINGS
• Provide project management expertise to support and recommend solutions and changes in ways to meet key corporate and divisional strategies.
• Monitor allegations received through the City’s Ethics Hotline and coordinate and document responses while maintaining confidentiality.
• Coordinate Internal Audit’s community initiatives/engagement activities.
• Lead and coordinate post-engagement surveys and related follow-up activities.
• Coordinate the preparation of Audit Committee presentation materials.
• Handle conference registration and related travel arrangements and accommodation.
• Corporate Contribution
• Review, prepare, and distribute sensitive communication, materials and records.
• Ensure divisional compliance with City policies and directives.
• Teamwork and Cooperation
• Work with the Senior Advisor, Audit Communications to update the Internal Audit SharePoint team site, ensuring standards are followed and all materials are saved correctly and can be easily accessed.
• Provide project support to project leads and project sponsors to ensure corporate and divisional effectiveness is achieved.
• Design and develop the overall project delivery strategy, including the creation and execution of project plans and risk management by monitoring relevant risk factors that impact project direction and progression.
• Review and eScribe all reports intended for the Audit Committee meetings.
• Lead/coordinate all logistics surrounding mandatory peer reviews, including procuring consultants, receiving, sending off, and responding to inquiries from peer review teams.
• ReSEARCH, COMMUNICATION, REPORT WRITING
• Customer Service
• Liaise with necessary parties to ensure the smooth scheduling and operations of the Quarterly Audit Committee meetings.
• Research best practices and develop project plans for identified projects to ensure milestones and targets are achieved.
• With the Director, prepare the Office of Internal Audit Year-End Report, quarterly MAP, Ethics Hotline reports, and Audit Plan Updates for Audit Committee.
• Conduct regular budget vs actual time reporting and follow-up as required.
• Coordinate the maintenance of the division’s performance metrics.
• Monitor Committee meetings and City Council meetings to track and address requests/follow-up items relating to audit reports issued by or intended for the Internal Audit.
• Conduct in-depth policy development research and benchmark exercises on audit practices and special projects. Draft high-quality reports/briefing notes as needed.
• Work with the Senior Advisor, Audit Communications to monitor and regularly update Internal Audit web page with relevant information.
• Develop and create strategic relationships and keep abreast of issues that may impact the corporate initiatives.
• Build relationships with internal and external stakeholders.
• Lead and manage all aspects of the assigned project’s performance full life cycle from inception and business case to deployment and post-implementation review to meet project management methodology and corporate service standards.
• Provide support/backup on consulting and audit engagements when required.
• Effectively apply project management principles and implement project strategies by researching, analysing and evaluating existing methods, procedures and protocols to ensure project scope is achieved.
• Prioritize requests and direct calls and enquiries to the appropriate level for resolution.
• Develop project outlines, descriptions and implementation plans to support departmental initiatives.
• Prepare regular divisional Operating and Capital Budget vs. Actual Variance reports.
• Draft the annual and quarterly update reports on activities related to the Management Action Plans, the Ethics Hotline, Audit Work Plans, and other Internal Audit activities.
• Oversee the Management Action Plans (MAP) quarterly, including all correspondence and follow-up. This includes communication with all City departments and business units on recommendation implementation status, reviewing updates, identifying opportunities for earlier completion, requesting/reviewing supporting documents when needed and managing client relationships.
• Facilitate annual Operating and Capital Budget request submission.
• Provide organized and proactive administrative assistance in support of departmental initiatives, programs, processes, projects, and events, including correspondence, documentation, and answering enquiries to meet operational needs and corporate service standards.
• OPERATION SUPPORT
• Track and maintain divisional electronic and physical assets.
• Coordinate and lead Internal Audit outreach and awareness initiatives.
• Assist with special projects as required.
• Ensure the efficient flow of divisional invoices and cheque requisitions, bi-weekly payroll, monthly divisional meals and mileage, and monthly P-card reconciliation. Ensure compliance with City policies and guidelines.
• Manage all special projects: Internal Audit Procedures Manual, Audit Committee Reference Manual, and Director’s presentations with the support and guidance from the Senior Advisor, Audit Communications.
• Establish and recommend budget requirements based on operational activities to ensure effective resource and expense management at all times.
• Participate as a member of cross-functional team.
• Act as the division’s expert RFP writer for all consulting needs, including external audit, investigations, and other consulting projects.
• LEAD /SUPPORT PROJECT IMPLEMENTATION
• Using internal and external resources, gain insight of current programs and processes to support operational needs.
• Coordinate responses to FOI (Freedom of Information) requests.
• Act as a reference point for audit staff, providing them with administrative support and assistance to meet operational needs.
• Assist with hiring, onboarding, and off-boarding staff.
• Budget Support
• Communicate all organizational notices and engagement deadlines to staff.

Education

SELECTION CRITERIA:

• University degree in Business Administration, Public Administration, Social Sciences, or equivalent

Required Experience

• Proven Project management experience preferred
• 3 years in an advisory, project-based environment preferred
• At least 2 years supervisory experience preferred

Other Skills And Assets

• Strong Organizational skills; Detail oriented, well-organized and able to prioritize complex tasks and meet critical deadlines.
• Excellent communication skills, both written and oral, are required. Ability to organize and convey concepts in a clear and concise manner.
• Demonstrated political sensitivity and ability to maintain confidentiality.
• Comprehensive expertise in Microsoft Suite.
• In-depth knowledge of and background in conducting research and report writing.
• Strong Customer Service and People Management skills; Interface with internal and external stakeholders and problem resolution to meet corporate service standards.
• Various tests and/or exams may be administered as part of the selection criteria.
• Practical knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislation is an asset.
• PMP (Project Management Professional) is an asset.
• Excellent initiative, problem-solving skills, and ability to work independently.

Alternate formats will be provided upon request.

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.

If this opportunity matches your interest and experience, please apply online by clicking the button above quoting reference #105610 by September 16, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.